Administrator, Grade IV

Applications are now invited for the following position:
Administrator, Grade IV
(1.0WTE Full time, Permanent)



St Patrick's Mental Health Services is seeking applications from suitably qualified candidates for this permanent administrator post with our Referral & Assessment Service.

The pain purpose of this role is to plan, prepare and coordinate systems and processes associated with all referrals and admission assessments in consultation with the Clinical Nurse Manager III.

The successful candidate must have:

• A minimum of 2 years’ experience in Administration
• Administration experience within a medical setting (desirable)
• Administration experience within an assessment unit or admissions unit (desirable)
• Be proficient in the use of databases in Excel
• Have knowledge of Microsoft Office systems or equivalent
• Be able to multitask
• Be able to work in a busy environment

Informal Enquiries only to:

Michelle Madden
Programme Manager
Tel: 01 2493686
Email: [email protected]

(APPLICATIONS SHOULD NOT BE MADE TO THE ABOVE EMAIL ADDRESSES)

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 should be uploaded as one document by Friday 27th June 2025.

Please note it is intended to hold interviews for this position week commencing 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
Referral & Assessment Administrator
Grade IV
(1.0WTE Full time, Permanent contract)

St Patrick’s Mental Health Services is seeking a Full time Administrator to plan, prepare and coordinate systems and processes associated with all referrals and admission assessments in consultation with the Clinical Team.
This position will be line managed by the Programme Manager or designate, professionally.
Director of Nursing or their designate operationally.
The position is 35 hours per week working as rostered on five days of a seven-day week (Monday to Sunday) between the hours of 8am -8pm.

The benefits
By joining us, you become part of Ireland’s largest independent, not-for-profit mental health service provider, bringing you many strong career opportunities. 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 with Bike to Work and TaxSaver Commuter Ticket schemes

Location
This position is an onsite role in St Patricks Mental Health Services: based in the Referral and Assessment area of SPUH, Dublin 8. This role is not suitable for remote working.

Responsibilities
The duties of the Administrator, Grade IV allocated to work in our Referrals & Assessment Service team are outlined below. In carrying out all duties, the Administrator should ensure that all Hospital procedures, Health & Safety policies, and legislative requirements are met at all times.

• Acting as first point of contact for service users of the hospital, providing a service user with ID on admission.
• Acting as initial point of contact for admissions to the hospital, checking the service user is booked for admission in a timely manner.
• To ensure that the admission administrative processes are completed i.e., admission information inserted on the PAS Archive (Service user Administration System), consent form signed, insurance form and guarantor form completed on Claimsure. All duties required as part of the admission process including the electronic health record.
• Receive relevant external and internal referral forms and present to CNM for Triage and provide appropriate follow-up. All requests for service will be uploaded onto the eSwift system following implementation (as per policy). Scan and upload all relevant information to the correct service user profile and the eSwift system following implementation.
• Taking photo of service user for the medical record on admission.
• A new medical record created accurately.
• Catching up on any admission forms/photos missed the previous day e.g., due to an out of hour/late admission.
• Work with clinical staff to ensure that all service users are seen to by a nurse/doctor in a timely manner.
• Locating any old notes for service user’s readmissions.
• Calling the relevant medical secretary when service users without appointments want to see their consultants, dealing with the service user appropriately thereafter.
• Dealing with all internal and external queries and directing people within the hospital and the surrounding area as required.
• Entering data onto the Referral & Assessment Databases and electronic health record, including information regarding insurance clearance and payments/excesses.
• Inform the relevant clinical and administrative Referral & Assessment team members of any payments/shortfalls as identified by the finance department on the Verification log.
• Inform all service users due for admission of any payments/excesses that they may have to make prior to the admission date.
• To receive payments in person or over the phone for any service within SPMHS and record appropriately.
• Receive phone calls from referrers including GPs, External Psychiatrists, and other Hospitals & SPMHS Staff.
• Receive phone calls from service users and relatives and provide appropriate information regarding the referral and admission process.
• Maintaining the Admissions emails and action as required.
• Record an Event for each call received or made.
• Input necessary referral information onto Admissions Access Database and liaise with CNM and Referral & Assessment team with all updates.
• Send relevant Assessment Unit Referral Forms to referrers to ensure relevant background clinical information is received before admission assessment is scheduled.
• Meet with the Referral & Assessment clinical team as required, to review the admission referrals, regarding required actions, prioritisation of admissions and agree planned admissions.
• Liaise with CNM in allocating assessment appointment times for the following day.
• Contact service users to communicate planned assessment /admission appointments, including the provision of information relevant to their admission, including PAON assessments.
• Liaise with Clinical Records, Referral & Assessment clinical team and ADON to ensure all previous day’s midnight numbers are accurate on the Referral & Assessment Database and eSwift system.
• Liaise with the Referral & Assessment clinical team to create an up-to-date list for scheduled admission assessments each day and retrieve relevant admission & assessment medical record forms.
• Pull daily reports that are required by the Referral & Assessment clinical team and programme manager as required.
• Liaise with the Referral & Assessment clinical team to ensure service users are booked into appropriate wards, re-allocating as required to accommodate emergency admissions.
• Provide cross-cover for the other the Referral & Assessment Administrators, during periods of leave including break periods and lunch periods.

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. The person appointed will be assigned specific targets in terms of tasks and revenue.

Person specification
Candidates must have:

Qualifications and/or experience:

• A minimum of 2 years’ experience in Administration
• Administration experience within a medical setting (desirable)
• Administration experience within an assessment unit or admissions unit (desirable)

Skills, competencies and-or knowledge

• Proficient in the use of databases in Excel
• Knowledge of Microsoft Office systems or equivalent
• Must be able to multitask
• Must be able to work in a busy environment

Competencies/Skills

• Proven excellent communication skills, both written and verbal
• Proven ability to work closely with administrators in your team
• Proven ability to order and organise information efficiently
• Proven ability to prioritise & work on own initiative
• Proven ability to solve problems within remit of role using sound reasoning
• Proven ability to work independently as required
• Proven ability to work within a team
• Confidential, discreet, and professional at all times
• Methodical, thorough, and precise in work
• Self-motivated
• Clear, focussed in thinking
• Deadline focused with ability to meet objectives and targets set

Terms and Conditions

Tenure: 1.0wte Full time, Permanent contract, pensionable as below.

Working Week: The position is 35 hours per week working as rostered on five days of a seven-day week (Monday to Sunday) between the hours of 8am -8pm.

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

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

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.