Executive Assistant to DON

Executive Assistant to Director of Nursing and Transformation and Chief Operations Officer Job Purpose The role is responsible for providing secretarial and administrative support to the Director of Nursing and Transformation & COO in line with the requirements of the role. The objective of the role is to maintain the highest level of efficiency and confidentiality within the Department while always promoting the values of the hospital. To provide excellent IT skills to relation to recording, tracking and filing confidential documentation. As a key member of the frontline team, the EA will demonstrate a professional and engaging style and facilitate effective communication with colleagues in the hospital. The position requires a collaborative and supportive approach to the development of services and structures, embracing continuous quality improvement and the implementation of changes necessary to achieve organisational objectives. Job Background/Context Blackrock Health Hermitage l Clinic is a private hospital providing a full range of medical and surgical care across a broad spectrum of specialities. Blackrock Health Hermitage Clinic receive referrals via Health link to all Departments, Specialties and Consultants across the hospital.Our GP referrers can quickly and securely send referrals directly from their Patient management system, reducing administration time and postal costs whilst providing them with reassurance that their referral has been received and is being managed Key Responsibilities Operations Thoroughly comprehend all aspects of EA role in diary management, typing confidential reports and arranging documentation prior and post various committee meetings. Ensure all correspondences are transcribed and proofread in an accurate and timely manner. Provide support in the co-ordination of the work of the office functions and the committees for which the Director of Nursing & Transformation (DON) is responsible. Take and prepare minutes as required at meetings ie Monthly Clinical Nurse Managers meeting and Nursing Executive and others as required. Undertake typing, word processing of correspondence, documents, forms agendas and reports. Maintain robust correspondence systems ensuring chronological filing and timely follow-up on outstanding responses Prioritise, filter or redirect written, electronic and verbal communication to be dealt with personally or brought to the attention of the DON Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner. Deal with confidential sensitive/contentious information with colleagues and service users. Organise and plan events as necessary and provide supporting information material as required. Keep the DON fully appraised and aware of all daily events requiring attention or awareness Organise travel and coordinate itineraries on behalf of the DON Multi-task and prioritise work throughout the day, responding to requests as necessary ad adjusting work schedules accordingly. Take ownership of workload and meet deadlines without close supervision. Ensure all compliments and complaints are dealt with in a timely manner, ensuring Director of Nursing & Transformation is aware of all compliments and complaints received.Liaise with EA to Chief Executive on a regular basis. Develop and maintain a comprehensive record / filing system. Continually develop effective interpersonal and communication processes to ensure the delivery of an effective service. Liaise with internal departments and external agencies as appropriate. Process general enquiries and ad-hoc requests for information as appropriate. Ensure all targets are met within the nursing administration department. Provision of clerical administration support to Senior Nurse Managers. Collect, compile data and statistics and produce regular and ad-hoc reports as required ie Patient Satisfaction Survey data. Participate in continuing education and development activities consistent with the position. Provide Human Resource administration for the nursing division in co-operation with the HR division, to ensure compliance with current legislation and best practice ie annual NMBI (Nursing and Midwifery Board of Ireland) registration record for all nurses in the Hermitage Clinic full time, part time and bank pool. Work closely with EA to CEO and cross cover where required. Communications Demonstrate a clear understanding of the role of the DON & COOs office and to participate in the overall delivery of their function within the hospital Facilitate effective communications with other members of the office, Effectively handle queries directed to the DONs office assessing, recording and passing on queries, ensuring that such enquiries are dealt with in a timely manner and responses recorded. Quality Improvement, Risk Management & Legal Ensure compliance with all relevant Hermitage l Clinic guidelines, policies, procedures and relevant legislation and regulatory requirements. Participate in the continuous review and evaluation of policies, guidelines and existing practices through regular audit programmes and review engaging with the multi-disciplinary team where required. Assist in projects and programmes of improvement Assist in promoting a culture of continuous quality improvement across the hospital in conjunction with DON & COO EA Participate in the requirements of the hospitals accreditation process. Participate in the requirements of the hospitals risk management programme. Assist in ensuring a culture of safety, promoting positive reporting of incidents and near misses; investigate and take remedial action on incidents or near misses involving patients and staff according to hospital policies, protocols and guidelines. Essential Criteria At least two years experience in a similar role High level of administrative competency with a good knowledge of the hospitals and its structure Excellent IT skills Microsoft 365 and Microsoft Office Suite, e.g. Word, Excel, Access, Outlook, PowerPoint, etc. Possess strong knowledge, awareness and expertise of administration including workflow processes. Proficient in preparing Visual presentations Proficient in Data Extraction for analysis and power point presentations Skills Relationship management Written /numerical/analytical skills Accuracy/attention to detail IT Skills Problem solving/solutions focused Planning and organising skills Flexibility/adaptability Proactive/Can do attitude High tolerance for dealing with ambiguity Communication and interpersonal skills Team player Why work at the Blackrock Health Hermitage Clinic? At the Blackrock Health Hermitage 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 Onsite parking Pension Discounted café 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 Health Hermitage Clinic is an Equal Opportunities employer, and we are committed to creating an environment that promotes equality and dignity at work. Blackrock Health Hermitage 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 hr.Herm It is essential that you have valid work permission for the Republic of Ireland to take up employment for this position. Skills: problem solving communication interpersonal skills