Executive Assistant - UPMC Kildare
Location: UPMC Kildare Hospital
Job type: Permanent
Overview of role:
The Executive Assistant will work closely with the General Manager, Director of Nursing and wider hospital management team, the successful candidate will play a key role in ensuring the smooth running of hospital operations supporting these key roles. The position combines traditional PA duties with project support, quality support and the full ownership of consultant files and records.
Primary Duties and Responsibilities:
Main Duties:
* Maintenance of Consultant files, practice privileges, annual/tri-annual reviews, consultant mandatory training.
* Maintenance of hospital policies/procedures for accreditation and audits.
* Minute taking at meetings e.g. H&S, TUG, EUG.
* Administrative support for accreditation and audits - CHKS, JAG, HIQA, HSA.
* Preparation for HER implementation.
* General administration required by the General Manager / Director of Nursing.
* Oversee T&A system for direct reports of General Manager / Director of Nursing.
* Assistant with invoicing, posting to SAP.
* Assist with agency bookings as required.
* Assist with the tracking of agency workers.
* General admin tasks, ordering food/flowers/gifts. Booking meetings rooms and hotels where required.
* Manage calendars, appointments and travel arrangements.
* Prepare reports, presentations and meeting materials.
* Coordinate events, meetings and logistics.
* To ensure that all matters of importance are brought to the immediate attention of the General Manager / Director of Nursing.
* To exercise discretion and maintain confidentiality at all times.
Health and Safety:
* To uphold UPMC Kildare Hospital's policy requirements in relation to Fire, Infection Control, Radiation Safety and Health and Safety at work regulations and to attend updates.
* Identify potential risks for all staff, patients and visitors and adhere to relevant incident reporting procedures.
* To observe a general duty of care for the health, safety and well-being of self, work colleagues, visitors and patients within the hospital, in addition to any specific risk management associated with this post.
Quality & Audit:
* Participate as required in audit and research activity within the field, promoting a positive attitude towards the implementation of evidence- based practice.
* Undertake research/ audit as necessary, critically analyse and provide written reports of the same.
* Participate in local audits in preparation for annual accreditation.
* Work closely with the Quality and Patient Safety team, ensuring the department is meeting accreditation standards at all times.
Qualifications & Experience:
Eligible Criteria:
* The
Post holder must hold the following to fulfil the requirements of this post:
* 5+ years of general administration experience.
* Strong attention to detail.
* Strong organisation skills.
* Have excellent interpersonal skills and the ability to communicate effectively with management, consultants, staff, patients, public and outside agencies.
* Ability to work as part of team and own initiative.
* Time management skills.
* Strong IT Skills.
Desirable
* Experience in a hospital setting
* 5+ years' experience working within a healthcare environment
This job
description is intended to be an outline of the areas of responsibility. As the
UPMC Kildare Hospital and the post holder develop, this job description may be
subject to review in light of the changing needs of the Hospital.
Equal
Opportunity Statement and Benefits
UPMC is an equal opportunity employer.
We celebrate diversity and are committed to creating an inclusive environment
for all employees.
At UPMC we provide a total rewards program
that is not only market competitive, but fair and provides growth opportunities
for all our colleagues.
Compensation – Competitive pay for the work employees do – base pay, performance related pay
and premium pay where applicable.
Benefits –
Fully paid maternity and paternity leave for new parents. Competitive Pension
Plan, company funded Death in Service Benefit x 3 times. Critical Illness cover
for all employees up to the age of 66.
Performance and Recognition – Rewards for performance that supports the goals and mission of
UPMC through our annual ACES programme.
Work-Life Balance – Enhanced annual leave up to a maximum of 27 days. Flexible
working opportunities to support you to work around external family
commitments.
Development
and Career Opportunities – Opportunities for each employee to reach
their career goals through continued learning and/or advancement.
About
UPMC
UPMC is a renowned multinational academic medical
centre committed to delivering people-focused care that's close to home.
Headquartered in Pittsburgh and affiliated with the University of Pittsburgh
Schools of the Health Sciences, UPMC shapes the future of health through
clinical and technological innovation, research and education.
UPMC expands its expertise globally, bringing world-class care across
continents through its UPMC International division — an owned and operated
network of hospitals and ambulatory care centres in Italy, Ireland and
Croatia. UPMC International brings new access to the signature specialty
services of UPMC Hillman Cancer Centre, UPMC Sports Medicine and others to
more people in more places around the world.
In Ireland UPMC has provided high-quality healthcare in the South East since
2006. UPMC's operations in Ireland now include UPMC Whitfield Hospital in
Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in
Clane, and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available at
the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy
locations in Waterford and Cork, UPMC The 4th Practice in Mallow, and across
UPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, and
Mayo. UPMC has also established a nationwide Concussion Network. UPMC's
Global Technology Operation Centre is based in Kilkenny.