Applications are now invited for the following position: Referral & Assessment Administrative Supervisor (Grade V) (1.0wte Full time, Permanent) The successful candidate must have: Minimum of 5 years relevant work experience working in a busy healthcare setting. Experience in the use of electronic health systems. Experience with database input and writing reports Experience in multi-tasking and meeting tight deadlines Proven ability to work in a multi-functional and rapid changing work environment. Highly flexible, resilient attitude with experience of working within a team Approachable with strong communication skills Proven experience with staff supervision essential Experience and orientation and training new staff and peers Desirable: Experience in dealing with service users with mental health difficulties For informal enquiries please contact: Stephen Douglas, Programme Manager Tel: Email: (APPLICATIONS SHOULD NOT BE MADE TO THIS EMAIL ADDRESS) Please note that if you are viewing this advert via Irishjobs, the contact details for informal enquires above are not visible as irishjobs do not allow telephone numbers or emails to be present in adverts. However, these details are visible in the advert on the St Patricks website in the career vacancies section. Applications in the form of covering letter and Curriculum Vitae (clearly stating the position being applied for) should be uploaded as one document by Friday, 20th June 2025. Panels may be formed from which future positions may be filled St Patrick's Mental Health Services is an equal opportunities employer Please note that while we seldom work with recruitment agencies, on the rare occasions we specify that we will accept CVs from recruitment agencies, it is only from those who engage in ethical practice. We do not expect recruitment agencies to charge candidates for placements, and do not condone this behaviour as it is not accepted practice. Job Description About the organisation St Patrick's Mental Health Services (SPMHS) is Ireland's largest independent, not-for-profit mental health service. We are dedicated to providing the highest quality mental healthcare, to promoting mental health awareness, and to advocating for the rights of those experiencing mental health difficulties. We employ over 700 staff across our services. We hold our staff in high esteem and regard them as our most important asset, enabling us to fulfil our mission. We strive to create and maintain a forward-looking environment where our staff can be innovative and experience satisfaction in their work. We are committed to ensuring the ongoing development of our staff. The role Referral & Assessment Supervisor (Administration) Grade V (1.0WTE Full time, Permanent contract) St Patricks Mental Health Services is seeking a Full time Supervisor to supervise the Referral & Assessment (R&A) administration team and work as part of this team to fulfil the admin requirements with the department. This position will be line managed by Programme Manager with responsibility for the R&A service and operationally managed by the R&A CNM 3 or designate. The standard working week applying to the post is 35 hours per week, Monday to Friday. This post may require additional hours depending on operational requirements. The benefits By joining us, you become part of Irelands largest independent, not-for-profit mental health service provider, bringing you many strong career opportunities. We offer you many employee benefits, including: A competitive salary range: €50,431 - €60,919 25 days annual leave Pension scheme Ongoing training Paid study leave and funding for further education Support for career advancement and professional development A subsidised canteen and onsite gym Central locations with Bike to Work and TaxSaver Commuter Ticket schemes Location This position is an onsite role in St Patricks Mental Health Services: based in the Referral and Assessment area of SPUH, Dublin 8. This role is not suitable for remote working. Responsibilities In carrying out all duties, ensuring all Health and Safety legislation; Hospital procedures and legislative policies are always followed. Supervision of the R&A Administration Team: Ensure all the R&A admin team members fulfil all the administrative responsibilities associated with their role (as outlined in section 2 below). This will include: Allocation of duties to the team members on a rotation, to ensure each team member fulfils all necessary tasks within the team and an equitable allocation of workload utilise electronic reports to ensure the identified key requirements are fulfilled to ensure safe and efficient referral management, service users seamless engagement with SPMHS services and to ensure the appropriate management of data Ensure that all mandatory standards are maintained within the R&A admin team, including training requirements Escalate any concerns regarding attendance or performance to the programme manager for addressing in line with SPMHS policy Work with the relevant programme manager/R&A CNMs, to investigate and respond to incidents and complaints Working within SPMHS policy to deal with any conflict within the team liaising with the relevant programme manager Assist the relevant programme manager regarding recruitment, on-boarding, and training for the R&A admin team Administration duties for all R&A admin team members (including this post holder) Uploading all referrals onto the electronic health system (as per defined process) Ensuring all required information is appropriately entered onto the electronic record and maintaining databases utilised within the R&A admin team, as per defined processes Acting as initial point of contact for admissions to the hospital, checking the service user is booked for admission in a timely manner To ensure that all of the administrative requirements for inpatient and homecare admissions are fulfilled according to the defined processes Work with clinical staff to ensure that all service users are seen to by a nurse/doctor in a timely manner Dealing with internal and external queries and directing and consulting with the R&A Nursing staff when required Work with the relevant clinical R&A team members and the finance department regarding insurance verification and payment requirements. Including any payments/excesses that they may have to make prior to the admission date. Receive phone calls from referrers including GPs, External Psychiatrists, and other Hospitals & SPMHS Staff Receive phone calls from service users and relatives and provide appropriate information regarding the referral and admission process Maintaining the Admissions emails and action as required. Uploading clinically relevant emails as per defined process/policy Log calls in the appropriate location in the electronic health record Input necessary referral information onto the electronic health record and liaise with the R&A nursing staff with all updates Meet with the Referral & Assessment clinical team as required, to review the admission referrals, regarding required actions, prioritisation of admissions and agree planned admissions Liaise with CNM in allocating assessment appointment times Contact service users to communicate planned assessment /admission appointments, including the provision of information relevant to their admission Pull daily reports that are required by the Referral & Assessment clinical team and programme manager as required Liaise with the Referral & Assessment clinical team to ensure service users are booked into appropriate wards, re-allocating as required to accommodate emergency admissions The R&A administrators rotate duties within the department as allocated by this post holder This job description is not intended to be a comprehensive list of all duties. The person appointed may be required to perform other duties as appropriate which may be assigned to them from time to time and to contribute to the development of the position. The person appointed will be assigned specific targets in terms of tasks and revenue. Person specification Candidates must have: Experience Minimum of 5 years relevant work experience working in a busy healthcare setting. Experience in the use of electronic health systems. Experience with database input and writing reports Experience in multi-tasking and meeting tight deadlines Proven ability to work in a multi-functional and rapid changing work environment. Highly flexible, resilient attitude with experience of working within a team Approachable with strong communication skills Proven experience with staff supervision essential Experience and orientation and training new staff and peers Desirable: Experience in dealing with service users with mental health difficulties Professional Knowledge Proficient in the use of MS Office Suite, with specific intermediate to advanced excel skills Desirable: Financial / Project management / Trainer experience Characteristics Flexibility and adaptable; Flexible to new situations and open to change in the role. Proven Time management and organisational skills Confidence; Confident, polite manner in dealing with people, including appropriately assertive Approachable and co-operative working relationships; Proven ability to work in a co-operative way to support others and/or the team; proven as supportive in the development of colleagues. Proven Reliability Confidential and Professional manner; Polite, calm, efficient in manner Service User focussed Skills Multitasking: Proven ability to cope with pressure and demands of multi-tasking while maintaining a positive attitude Accuracy: Must have high attention to detail Communication: Proven ability to communicate effectively with varied individuals and groups in a clear manner, with organised expression of thought. Solving Problems: Proven ability to take initiative and solve problems with relevant information Proven ability to work in a team: Proven ability to develop and maintain constructive working relationships at all levels within the Organisation Ability to give direction and support peers as a technology super-user Terms and Conditions Tenure: 1.0wte Full time, Permanent contract, pensionable as below. Working Week: The standard hours applying to this position is 35 hours per week. Salary: The salary for the position is based on the Clerical Grade V 2025 pay scale (€50,431 - €60,919) and is commensurate with experience. Annual Leave The annual leave associated with the position 25 days per annum. Pension: All pensionable staff become members of the pension scheme after successful completion of probation. The scheme is a defined contribution scheme with a deduction from the salary of the employee of 4%. In respect of an internal appointment being made the individuals existing pension arrangements will continue. Probation: The appointee will be appointed in a probationary capacity for the first six months during which time the job holders performance will be subject to ongoing review. Any extension to or suspension of the period of probation will be in line with the European Union (Transparent and Predictable Working Conditions) 2022. Health: The appointee must be fully competent and capable of undertaking the duties attached to the position and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. Character: The appointee must be of good character. Retirement Age: Normal retirement age for employees is 66 years which at present is also normal pension age. Skills: Administration Hospital Mental Health