Administration Positions

Applications are now invited for the following position: Administration Panel
Administrators for the Referral and Assessment Service & Dean Clinics

The successful applicants will have:
Excellent customer service skills with proven ability to communicate effectively with multiple stakeholders.Experience working in a busy multi-functional setting with proven ability to successfully multitask.A high level of proficiency with MS Office applications, and experience of database input, ideally electronic health records and financial systems.Possess excellent time management skills.High degree of flexibility, with a solution focussed approachDesirable: Experience in dealing with adults & adolescents with mental health difficulties

Informal Enquiries to:

Debbie Van Tonder,
Programme Manager,
Telephone: 01 2493447
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 Patrick's website in the career vacancies section.

Applications in the form of covering letter quoting the reference number and Curriculum Vitae, should be uploaded as one document by Friday 1st August 2025. Interviews for this post are planned for the week of 11th August 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.

The role Administrator Panel
The main function of the Administrator is to provide reception and administrative support to the Dean clinic & Referral and Assessment Departments to ensure the smooth and efficient running of the services.
Keeping the CNM II and relevant Clinicians updated with the day-to-day business and to prioritise duties.
The Administrator will report to the CNM II (Professionally) and to Administration Manager or Program Manager (Line Management).
The Administrator will work 35 hours per week.

The benefits
By joining us, you become part of Ireland's largest independent, not-for-profit mental health service provider, bringing lots of opportunities for your career.
We offer you many employee benefits, including:A competitive salary range: €36,048 - €53,76925 days annual leavePension schemeOngoing trainingPaid study leave and funding for further education.Support for career advancement and professional developmentA subsidised canteen and onsite gymCentral locations with onsite parking or Bike to Work and TaxSaver Commuter Ticket schemes.Location
This role requires the successful candidate to come onsite to St Patrick's University Hospital in Dublin 8.

Responsibilities
In carrying out all duties, Health, and Safety legislation; Hospital procedures and legislative policies are followed at all times.Front of HouseResponsible for initial contact with service users on arrival to the clinic and hospital.Representing SPMHS by creating a welcoming experience for service users and communicating with them in a professional and courteous manner.Acting as the first point of contact for GP and external queries.Greeting and checking in Service Users at the reception / for admissions following departmental standard operational procedures.Efficient handling of telephone and voicemail queries.Management of infection control protocol at front of house.Liaise with clinical staff to ensure that all service users are seen to by a nurse/doctor in a timely manner.Referral Management &SchedulingManaging incoming referrals to the organisation within a timely manner.Waiting list management as per departmental policy and procedures.Ensuring that referral events are updated in real time.Appointment scheduling, rescheduling, management of clinician's cancellation lists.
Using maximum time efficiency in scheduling as directed.Demographic validation, ensuring that service users details are validated at each point on contact.Ensuring the clinic team are kept fully aware of relevant business day/week changes.Actively managing available appointment slots/cancellations to ensure maximum capacity is achieved.Billing & InsuranceUsing correct hospital procedures to process payments for service users on PBRC billing system.Retaining accurate records of payments and memos for invoices on the PBRC billing system.Responsible for the end of day transaction reconciliation and bank batching.Timely management of insurance finance tasks using Claimsure software.Following appropriate policies regarding nonattendance, non-payment, cancellations and fee reduction appointments and relevant administration tasks relating to same.Debt collection and cash handling according to SPMHS policies.AdministrationPreparation of reports as per departmental standard operational procedures.Management of correspondence in an efficient and timely manner.Office tasks including, filing, copying, scanning, and uploading of documents.Accurate maintenance of databases including service user's electronic health records on eswift.Adherence to GDPR data protection policies and procedures.Provide cross-cover for the other the Administrators, during periods of leave including break periods and lunch periods. This Job Description is not intended to be a comprehensive list of all duties.
The person appointed will 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. Person specification Candidates must have: Experience Excellent customer service skillsProven ability to successfully multitaskPossess excellent time management skills, completing tasks efficientlyExperience working with MS Office applications and database inputHigh degree of flexibility, with a solution focussed approach Professional Knowledge and skills Multitasking: Ability to cope with pressure and demands while maintaining a positive attitudeEfficiency : Ability to plan, prioritise and complete allocated tasks efficiently and meet deadlinesSolving Problems; Ability to take initiative and solve problems with relevant informationProven ability to work in a team; Ability to develop and maintain constructive working relationshipsCommunication: Ability to communicate effectively to varied individuals.Ability to take direction Characteristics Flexibility: Solution focussed andflexible to new situations and open to change in the roleCo-operative working: Ability to work in a co-operative way to support others and/or the teamReliable; a reliable, punctual, and dependable personConfidence; Confident, polite, and professional manner in dealing with peopleConfidentiality: Maintains confidentiality and treats service user information with utmost discretion Terms and Conditions Tenure: 1.0WTEFull-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 IV 2025 pay scale, €36,048 - €53,769 , and is commensurate with experience.

Annual Leave The annual leave associated with the position is 25 days.

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 holder's 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.

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