2025/143 Grade IV Administrative Assistant Perinatal Mental Health Service

EXTERNAL/INTERNAL COMPETITION Ref No: 2025/143 Grade IV Administrative Assistant Specialist Perinatal Mental Health Service (SPMHS) Full Time Patient Services Department We are currently looking to hire a Grade IV in our Patient Services team here in the Rotunda.The successful candidate will provide comprehensive administrative support to SPMHS, including coordination of multiple weekly clinics, transcription of correspondence, providing an initial point of contact for individuals seeking to engage with our service. This post will require significant interpersonal skills as it will have a degree of patient interaction. Based in the City Centre and on the grounds of the oldest continuously operating maternity hospital in the world, you will have the opportunity to work with colleagues across all professional disciplines and become part of the Rotunda family. The successful candidates will provide comprehensive administrative support across the hospital campus. The successful candidates will have: Excellent organisational skills and attention to detail Awareness / sensitivity towards patients needs Performs their duties in a manner which is conductive to harmonious team-based intra and inter-departmental relationships. Excellent written and verbal communication skills Proven IT skills & flexibility Excellent supervisory / people management skills Proven Customer services skills 1. Professional Qualifications, Experience, etc. (a)Eligible applicants will be those who on the closing date for the competition: (i)Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004. Or (ii)Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish1. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination. Or (iii)Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction. Or (iv)Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI). * Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. The Leaving Certification Applied Programme does not fulfil the eligibility criteria. And (b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office. (c) Health: Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. (d) Character: Candidates for and any person holding the office must be of good character. KEY RESPONSIBILITIES & ACCOUNTABILITIES: 1.Help develop, improve and maintain a high quality administrative system in the SPMHS. 2.Assist in the organisation of services in the SPMHS. 3.Assist with telephone queries and appointment scheduling. 4.Meet and greet patients attending the SPMHS. 5.Manage the SPMHS email account. 6.Develop and manage template letters for common communications. 7.Management of patients who do not attend and contact patients to reschedule appointments. 8.Facilitate correspondence between treating teams of individuals attending the SPMHS. 9.Assist in the formulation of Standard Operating Procedures for the area and also for other areas as assigned. 10.Ensure relevant weekly Key Performance Indicators are achieved and recorded as per the Specialist Perinatal Mental Health Network this includes data collection and the inputting of clinical statistical information. 11.Develop and improve on communication channels with clinical colleagues. 12.Develop and improve on communication channels with patients and general practitioners who avail of the SPMHS 13.Typing of letters, reports or other documents for the SPMHS. 14.Assembling and filing paper charts where required for clinics. 15.Assist in the orientation & training of new staff within the area. 16.Ensure patient information and documents are continually held in safe custody and legal requirements and hospital directives are maintained 17.Take responsibility for the accuracy and integrity of manual and computerised data entered by staff at point of registration. 18.Take responsibility for appropriate and timely tracking of all healthcare records in their care on the iPMS tracking module 19.Provide regular and ad-hoc reports / information as required. Collation of statistics and reconciliation of clinics as defined by area SOPS 20.Participate on relevant hospital committees when required 21.Provide and co-ordinate locum cover for departmental administrative staff as required 22.Undertake training and development activities consistent with the position 23.Other duties appropriate to the post as assigned from time to time 24.Be aware of and implement all Policies, Guidelines in relation to Infection Prevention and Control / Decontamination 25.Actively contribute, participate and ensure compliance with the key areas identified in thefollowing: Infection prevention and control / decontamination National Quality/Hygiene Schemes B.F.H.I. And all audits deemed necessary by the Rotunda Hospital Management Team. All informal enquires in relation to the above should be directed to Applications should be made via the careers portal on A panel may be formed as a result of this campaign from which current and future, permanent and specified purpose vacancies of full or part-time duration may be filled. Closing Date: 12.00pm on Thursday 6th November 2025. Skills: 2025/143 Grade IV Administrative Assistant Perinatal Mental