EA / PA to Director of Nursing & COO
Osborne Lucan
EA/PA to Director of Nursing & COO
Our client in Lucan is now looking for an EA / PA to support their Director of Nursing & COO. The role is responsible for providing secretarial and administrative support 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.
Salary & Benefits:
Competitive salaryOnsite parking
Pension
Discounted café
Employee Assistance Programme
Discounted onsite pharmacy
Duties & Responsibilities:
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 DONEnsure 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
Work closely with EA to CEO and cross cover where required.
Demonstrate a clear understanding of the role of the DON & COO’s 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 DON’s office – assessing, recording and passing on queries, ensuring that such enquiries are dealt with in a timely manner and responses recorded.
Ensure compliance with all relevant 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 hospital’s 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 Requirements:
At least two years’ experience in a similar roleHigh 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
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
For more information please apply through the link provided for the attention of Karen McManus or call Osborne Recruitment on 01-5984334.If you are interested in finding out more about the above role and would like to be considered for this or other suitable roles that we may have available for your skill set – please attach your CV via the link provided. Please submit your updated CV in Word Format
If you are living in Ireland and hold a VALID WORK PERMIT, we would love to hear from you, if however you do not hold a valid work permit unfortunately we will not be in a position to assist you with your job search.Osborne are proud to be an Equal Opportunity Employer.
For more information on all of our current jobs visit www.osborne.ie
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