Grade IV Administrator.

Job Title: Patient Services Administrator Grade: Grade IV Reports to: Patient Services Manager, Patient Services Supervisor, Patient Services Team Lead Location: Patient Services Department, Bon Secours Hospital Dublin

Job Purpose

To provide exceptional and comprehensive administrative support to the Patient Services Department at Bon Secours Hospital Dublin. The post holder will ensure the smooth operation of administrative processes, maintaining high standards to deliver quality, patient-centered care in line with the Bon Secours Mission, Values, and Ethos.

Key Working Relationships

• Patient Services Team
• Patient Services Team Lead
• Patient Services Supervisor
• Head of Department
• Multidisciplinary Teams

Key Duties and Responsibilities

Service Management

• Manage all administrative duties efficiently, ensuring adherence to operational standards and hospital policies.
• Oversee daily appointment management including cancellations, rescheduling, and DNAs.
• Liaise with clinical and administrative staff across departments to resolve queries and facilitate patient care.
• Ensure accurate and timely completion of all administrative records.
• Provide prompt, accurate information to hospital personnel and clinicians to support timely patient treatment.
• Use IT tools effectively (word processing, spreadsheets, databases, email, calendar, PowerPoint, internet research).
• Administer correspondence: dictation, audiotyping, proofreading, and distribution of memos, letters, and any other form of communication
• Ability to Compile medical reports and correspondence with attention to medical terminology.
• Perform telephone duties with a strong customer service focus.
• Manage patient bookings, registrations, admissions, and payments in accordance with hospital protocols.- when required
• Ensure confidentiality and data protection compliance (GDPR).
• Monitor and improve service procedures to maintain patient-centered care and compliance with quality standards.
• Support and participate in sustainable practices to promote an environmentally responsible health service.
• Provide training and support to less experienced Patient Services team members.
• Assist in developing and implementing new initiatives within the department.

Competency Framework

Knowledge and Professional Skills

• Excellent knowledge of healthcare administration and hospital IT systems relevant to the role.
• Skilled in medical/dictaphone typing (e.g., TPRO) and medical terminology. In areas where required
• Strong computer literacy including Microsoft Office and hospital-specific software.
• Awareness of hospital structure, policies, and quality standards.
• Flexibility to provide support across the Patient Services Department

Professionalism and Customer Service

• Adhere to BSHS Code of Conduct and represent the department professionally.
• Maintain high standards of patient care, dignity, and respect.
• Foster a customer-focused environment and address feedback constructively.
• Foster strong interdepartmental environment with a focus on mentoring and helping other co workers

Evaluating Information, Problem Solving & Decision Making

• Strong numeracy and problem-solving skills.
• Make timely, informed decisions and escalate issues appropriately.
• Share knowledge and solutions with team members.

Teamwork

• Work effectively both independently and within a team.
• Support colleagues and promote a positive team spirit.

Communication and Interpersonal Skills

• Communicate clearly and professionally with patients, colleagues, and external stakeholders.
• Build and maintain strong working relationships.
• Manage challenging situations calmly and professionally.

Planning and Managing Resources

• Prioritize and organize workload efficiently to meet deadlines.
• Use technology to enhance service delivery.
• Take accountability for quality and timeliness of tasks.

ESSENTIAL QUALIFICATIONS

(i) Educated to a minimum of Leaving Certificate level

Or

(ii) Have completed a relevant examination at a comparable standard in any equivalent

examination in another jurisdiction

DESIRABLE QUALIFICATIONS

Level 5 QQI medical administration or equivalent administration/ secretarial course

ESSENTIAL EXPERIENCE

2 years previous experience relevant to the role

DESIRABLE EXPERIENCE

Experience in medical/dictaphone

Relevant experience working in an acute hospital setting.

Knowledge of imeddoc and iPims patient information system desirable

Knowledge of Medical Terminology

Knowledge of TPRO

ESSENTIAL SKILLS

Strong communication

Good time management skills

Dealing with large volumes of patient data

Billing

Accounts reconciliation

Excellent typing skills

Have Flexibility and good organisational ability

Accuracy and attention to detail is paramount

Possess the ability to work under pressure

Ability to maintain a high degree of confidentiality

Able to take direction but also work on own initiative when needed

Ability to provide guidance & support to other team members when required

An excellent telephone manner and empathy with patients is important

CLOSING DATE FOR RECEIPT OF APPLICATIONS 1ST NOVEMBER 2026

Bon Secours Health System is an equal opportunities employer. Our values of Human Dignity, Compassion, Stewardship, Service and Integrity guide everything we do. We are committed to fostering an inclusive and supportive workplace where all employees have the opportunity to thrive. We welcome applications from individuals of all backgrounds, abilities and perspectives, and provide reasonable accommodations throughout the recruitment process. If you require any assistance, please contact [email protected]