Administrator, Dean Clinic

Applications are now invited for the following position:

Dean Clinic Administrator
(1.0 WTE Full time, Permanent)

The successful applicants will have:

• Excellent customer service skills with proven ability to communicate effectively with multiple stakeholders.
• Experience working in a busy multi-functional setting with proven ability to successfully multitask.
• A high level of proficiency with MS Office applications, and experience of database input, electronic health records (i.e., RIO) and financial systems (i.e., PBRC).
• Possess excellent time management skills.
• High degree of flexibility, with a solution focused approach.
• Experience in dealing with adults & adolescents with mental health difficulties.

Informal Enquiries to:

Elaine Ruffley
Senior Dean Clinic Administrator
Telephone: 01 2493653
Email: [email protected] (Applications should not be made to this email address)

OR

Debbie Van Tonder,
Programme Manager,
Telephone: 01 2493447
Email: [email protected] (Applications should not be made to this email address)

Please note that while we seldom work with recruitment agencies, on the rare occasions we specify that we will accept CVs from recruitment agencies, it is only from those who engage in ethical practice. We do not expect recruitment agencies to charge candidates for placements, and do not condone this behaviour as it is not accepted practice.

Applications in the form of covering letter quoting the reference number and Curriculum Vitae, should be uploaded as one document by Thursday, 26th June 2025.

Please note interviews for this post are planned for the week of 7th July 2025.
Panels may be formed from which future positions may be filled
St Patrick's Mental Health Services is an equal opportunities employer

Please note that while we seldom work with recruitment agencies, on the rare occasions we specify that we will accept CVs from recruitment agencies, it is only from those who engage in ethical practice. We do not expect recruitment agencies to charge candidates for placements, and do not condone this behaviour as it is not accepted practice.

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 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, Dean Clinic
1.0 WTE Full Time, Permanent Contract

The main function of the Dean Clinic Administrator is to provide reception and administrative support to the Dean clinic to ensure the smooth and efficient running of the clinic. Keeping 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 Dean Clinic Administrator will work 35 hours per week.

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: €36,048 - €53,769
• 25 days annual leave
• 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
• Bike to Work and TaxSaver Commuter Ticket schemes

Location
This role requires the successful candidate to come onsite to St Patrick’s University Hospital in Dublin 8.

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: 1.0WTE Full-time, Permanent contract, pensionable as below.
Working Week: The standard hours applying to this position is 35 hours per week.

Salary: The salary for the position is based on the Clerical IV 2025 pay scale, €36,048 - €53,769, and is commensurate with experience.

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

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.