Job Title: Lead Administrator

Department: Women's Health Centre

Job Type: Permanent

Hours: 37 hours per week (Full-Time)

Blackrock Clinic is the leading and longest established private hospital and clinic in Ireland. Since it opened in the mid-1980s, the clinic has consistently built an unparalleled reputation in new high-tech surgical procedures, medical treatments, and ground-breaking diagnostics. As a JCI accredited hospital, Blackrock Clinic is a progressive and pioneering hospital in which care for the patient is central to everything we do. Blackrock Clinic is now part of Blackrock Health Private Hospital Group along with the Hermitage Clinic, Galway Clinic, and Limerick Clinic, some of the most advanced hospitals in Irish private healthcare. A key pillar of the group’s strategic plan is a commitment to further build on its excellence in healthcare for women at every stage of life.

Our new state-of-the-art centre will combine a comprehensive range of services under one roof, in our prominent Dublin 2 location. From expert consultations, diagnostic testing to specialized treatments.

Role Purpose:

The Administration team lead will oversee the performance of clerical and administrative support at the Women's Health Centre. The Administration team lead is responsible for overseeing the administrative functions , managing a team of administrative staff, and ensuring all support tasks are completed efficiently. The role requires coordination, excellent organizational skills, and a strong focus on customer service, ensuring the smooth running of the centre’s day-to-day administrative operations.

Experience and Skillset:

Must have previous people management experience.
Experience in Meditech, IPIMs and IMedDoc is advantageous.

Key Responsibilities:

Leadership & Supervision

Lead, motivate, and supervise a team of administrative staff, ensuring high standards of service and productivity.
Provide guidance, training, and support to team members in all aspects of the administrative roles.
Provide benchmarks and performance indicators for the service and provide regular engagement mechanisms for staff.

Administrative Support

Oversee the scheduling and appointment systems, ensuring accuracy and timeliness of patient bookings.
Manage the daily operations of the front desk and other administrative functions (e.g., reception, patient registration, patient records, billings, scanning etc).
In conjunction with the operations manager, developing a centralised administrative service to cover multiple clinical specialties.
In conjunction with outpatient bookings manager, organising admission to a Blackrock Clinic, if required for patients.

Communication

Communicate appropriately with colleagues and other members of the health care teams to ensure a quality service is provided to all while constantly striving for excellence in patient/customer care.
Provide structured mechanisms to engage staff and stakeholders.
Communicate in a manner that avoids antagonism, reduces conflict and prevents undue anxiety.
Attend and contribute to appropriate meetings.
Accept constructive advice when appropriate.
Report all incidents immediately, which may adversely affect a patient, colleague or the Centre.

Technology & Systems Management

Oversee the use of administrative software systems, ensuring all team members are trained and the system runs smoothly.
Maintain up-to-date knowledge of administrative tools and technologies relevant to the role.
Review all aspects of TMS for all administrative staff.
Utilise technology to drive efficiency and automation to enhance the customer experience

General Expectations:

Support the philosophy, objectives, and goals of the Centre.
Be self-directing and identify opportunities to enhance service delivery and customer experience.
Observe the appropriate lines of authority.
Maintain strict confidentiality regarding all patients and the activities of the centre
Demonstrate flexibility by supporting in all areas of the hospital/clinic as required.
Participate in developing and providing quality care
Continue to develop personal knowledge and skills and seeks outside educational opportunities.
Proficiency in IT skills, people management, performance appraisal and demonstrate excellent interpersonal skills.
Carry out other such duties as requested by the Operations Manager.
Present a professional appearance and conform to the dress, hygiene and infection control policies of the Centre.
Flexible attitude to changing work practices.

Why work at the Blackrock Clinic?

At the Blackrock Clinic, we are passionate about our people and believe in their development and growth. As a member of the team you can benefit from:

• Competitive salary

• Pension

• Annual bonus*

• Sports and Social club

• Employee Assistance Programme

• Discounted onsite pharmacy

Please Note:

Job descriptions are a reflection of the present service requirements and may be subject to review and amendments to meet the changing needs of the service. Please note that we reserve the right to close this vacancy early if sufficient applications are received.

Blackrock Clinic is an Equal Opportunities employer, and we are committed to creating an environment that promotes equality and dignity at work.

Blackrock Clinic is committed to providing reasonable accommodation when needed. Please advise if you have particular requirements, so that we can look into arranging reasonable adjustments to the recruitment process. You can contact us at recruitment@blackrock-clinic.com

It is essential that you have valid work permission for the Republic of Ireland to take up employment for this position, or in the case of critical skills, you must be eligible for a work permit.

Blackrock Health

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