Applications are now invited for the following positions:
Dean Clinic Administrator
(0.8 WTE Part time, Permanent Contract, Dean clinic Dublin)
(0.4 WTE Part time, Permanent Contract, Dean clinic Lucan )

The Dean Clinic Department at St Patricks Mental Health Service are recruiting two Administrators to ensure the smooth and efficient running of the Dean clinic. This role may be suited to individuals from a retail or hospitality background looking for a change.

The successful applicants will have:

• Excellent customer service skills
• Proven ability to successfully multitask
• Possess excellent time management skills, completing tasks efficiently
• Experience working with MS Office applications and database input
• High degree of flexibility, with a solution focussed approach

Informal Enquiries to:
Claire Hannigan
Dean Administration Manager
Telephone: 01 249 3559
Email: channigan@stpatricks.ie (Applications should not be made to this email address)

OR

Debbie Van Tonder
Programme Manager,
Telephone: 01 249 3447
Email: dvantonder@stpatricks.ie (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 and Curriculum Vitae (clearly stating the position being applied for) should be uploaded as one document by Sunday, 17th November 2024.

Please note it is intended to hold the interviews for this position on the week commencing 25th November 2024.
Panels may be formed from which future positions may be filled
St Patrick's Mental Health Services is an equal opportunities employer

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 now 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
Administrator
0.8WTE Part Time, Permanent Contract
0.4WTE Part Time, Permanent Contract

St Patrick’s Mental Health Services is seeking two part-time Dean Clinic Administrators to provide reception and administrative support to the Dean clinic to ensure the smooth and efficient running of the clinic. The Dean Clinic Administrator will keep the CNM II and relevant Clinicians updated with the day-to-day business and to prioritise duties in the areas of Front of House, Scheduling, Liaison with main hospital, billing, and administration.
The Dean Clinic Administrator will report to the Dean Clinic CNM II (Professionally) and to Dean Clinic Administration Manager (Line Management).

The successful candidate for the 28-hour contract will be located at St Patrick’s Hospital, Dublin 8. The successful candidate for the 14-hour contract will be located at St Patrick’s Hospital, Lucan.

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: €35,048 - €52,714, pro rata
• 25 days annual leave, pro rata
• 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 free onsite parking or Bike to Work and Tax Saver Commuter Ticket schemes.

Location
This role requires the successful candidate to come onsite to St Patrick’s Hospital, Dublin 8 and St Patrick’s, Lucan. The successful candidate will be required to provide cross cover for annual leave.

Responsibilities
In carrying out all duties, Health, and Safety legislation; Hospital procedures and legislative policies are followed at all times.

• Front of House

• Responsible for initial contact with service users on arrival to the clinic.
• Representing SPMHS by creating a welcoming experience for service users and communicating with them in a professional and courteous manner.
• Greeting and checking in Service Users at the reception.
• Efficient handling of telephone and voicemail queries.
• Management of infection control protocol at front of house.

• Scheduling

• Appointment scheduling, rescheduling, management of clinician’s cancellation lists.
• Scheduling Mental Health Assessment and Post Discharge appointments from clinicians waiting lists and sending of correspondence for same.
• Using maximum time efficiency in scheduling appointments as directed.
• 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

• Using correct hospital procedures to process payments for service users attending the Dean Clinic on PBRC billing system.
• Processing of deposit and non-deposit payments for Mental Health Assessments.
• 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 and Dean Clinic policies.

• Administration

• Responsible for setting up clinics in advance of the day’s scheduled appointments.
• Preparation of cancelation and prescription request reports in the clinic.
• Management of clinic correspondence in an efficient and timely manner.
• Office tasks including, filing, copying, scanning, and uploading of documents.
• Accurate maintenance of Dean clinic databases including service user’s electronic health records on eswift.
• Adherence to GDPR data protection policies and procedures.

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.

Person specification
Candidates must have:

Experience

• Excellent customer service skills
• Proven ability to successfully multitask
• Possess excellent time management skills, completing tasks efficiently
• Experience working with MS Office applications and database input
• High degree of flexibility, with a solution focussed approach

Professional Knowledge and skills

• Multitasking: Ability to cope with pressure and demands while maintaining a positive attitude.
• Efficiency : Ability to plan, prioritise and complete allocated tasks efficiently and meet deadlines.
• Solving Problems; Ability to take initiative and solve problems with relevant information.
• Proven ability to work in a team; Ability to develop and maintain constructive working relationships.
• Communication: Ability to communicate effectively to varied individuals.
• Ability to take direction

Characteristics

• Flexibility: Solution focussed and flexible to new situations and open to change in the role.
• Co-operative working: Ability to work in a co-operative way to support others and/or the team.
• Reliable; a reliable, punctual, and dependable person.
• Confidence; Confident, polite, and professional manner in dealing with people.
• Confidentiality: Maintains confidentiality and treats service user information with utmost discretion.

Terms and Conditions
Tenure: 0.8WTE Part-time & 0.4WTE Part-time, Permanent contracts, pensionable as below.

Working Week: The standard hours applying to this position is 28 hours per week (0.8WTE) and 14 hours per week (0.4WTE).

Salary: The salary for the position is based on the Clerical Grade IV 2024 pay scale €35,048 - €52,714 pro rata and is commensurate with experience.

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

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.