Senior Administrator Galway (saw1)

Full-Time

Galway City, County Galway, Ireland

Job Details

Role Title: Senior Admin Galway 
Role Location: Vhi Galway 
Company: Vhi Health and Wellbeing 

A full-time and permanent position has arisen within Vhi for a Senior Administrator

As part of Vhi 360 Urgent Care – Service Line Governance Model the Vhi 360 Senior Administrator – Urgent Care, in conjunction with Clinic Manager – Urgent Care, is responsible for the overall operational performance of the urgent care clinic to ensure that a highly reliable quality service and excellent patient experience is provided.  
 
The Senior administrator – Urgent Care, under the supervision of Clinic Manager – Urgent Care will manage the urgent care clinic administration team to implement the end to end administrative processes associated with the urgent care patient journey. Under the supervision of Clinic Manager – Urgent Care act as a direct line report for all administrators (contracted and bank) employed in the urgent care clinic.  
 
Reporting to the Vhi 360 Clinic Manager – Urgent Care, the Vhi 360 Senior administrator – Urgent Care will have responsibility for the day to day operational performance for the Vhi 360 Urgent Care clinic and will support the Vhi 360 Clinic Manager – Urgent Care to achieve operational KPI’s. Achieving these KPI’s enhances the overall national performance of Vhi 360 Urgent Care service line. 

Benefits:
  • Health Insurance
  • Performance related pay
  • Company pension
  • And many more

Role Purpose

People, Culture & Management: 
  • Provide guidance and direction across the clinic on all operational processes   
  • Espouse the mission, values and related behaviours of Vhi. Play a lead role in promoting a positive, engaging culture in line with the values of the organisation 
  • Champion a culture of accountability and personal responsibility for performance. This should be done through delegation from the Vhi 360 Urgent Care – Clinic Manager, but not limited to, the carrying out of effective performance reviews, the provision of ongoing feedback, and conducting constructive conversations with colleagues and direct reports that align with the values and behaviours of Vhi 
  • Ensure all new hires receive an in-depth induction and on boarding programme 
  • Manage administration rosters, in conjunction with the Vhi 360 Clinic Manager – Urgent Care 
  • In collaboration with the Vhi 360 Urgent Care – Clinic Manager ensure a culture of clear and transparent communication across the clinic and ensure systems are in place to enable this.  
  • Manage any people related administrative matters for direct reports, such as management of holidays and other leave, payroll, etc.  
  • Manage local people issues and escalate to Vhi 360 Urgent Care – Clinic Manager as appropriate 
  • Input into the development plans for administrative staff and take responsibility for self-development  
  • Ensure all Vhi 360 urgent care administration staff achieve mandatory training and competency based training objectives  
  • Be a champion of systems training for urgent care administrators in the clinic 
Patient Experience: 
  • In conjunction with Vhi 360 Urgent Care – Clinic Manager, take local ownership for KPIs relating to patient experience and pursue the relevant targets 
  • Act as first line response in management of complaints and incidents relating to administrative processes associated with the urgent care patient journey 
  • Liaise with third party suppliers under the direction of Vhi 360 Urgent care – Clinic Manager to ensure excellent provision of outpatient services and appropriate resources to support these services. 
 
Quality & Safety: 
  • Place quality patient care at the top of the agenda, to ensure that this is at the forefront of all decision making 
  • Be relentless in pursuit of consistency of excellence in the context of quality and safety 
  • Participate in accreditation and other quality focused initiatives as directed by Vhi 360 Urgent Care – Clinic Manager 
  • In conjunction with central Quality and Risk functions, ensure the clinic is in compliance with statutory Health and Safety requirements so as a safe environment is provided for patients and staff and that local measures are implemented as part of the overall Quality and Risk framework  
  • In conjunction with Vhi 360 Urgent Care – Clinic Manager manage the q-pulse system for clinic operations 
 
Innovation:  
  • Promote a culture of innovative thinking amongst the team in relation to any opportunities that can enhance the patient experience and patient journey in urgent care 
 
Financial Sustainability: 
  • Manage the allocation of rostered hours for administrative staff 
  • Proactively seek and propose opportunities to improve the standardisation of processes, and enhance effectiveness and efficiencies of the clinic operations 
  • Manage and account for all ‘over the counter’ transactions including production of accurate billing data. 

Education & Experience
  • Minimum 1 year’s administration experience 
  • Experience of working in an Urgent Care or similar clinical setting is desirable. 
  • Diploma level qualification in business, health care or related area is desirable.  
  • Can demonstrate alignment to Vhi values  
  • Demonstrated alignment  to Vhi values

Skills and Abilities
  • Patient/customer focused by demonstrating the related administrative skills necessary to manage a clinical environment 
  • Uncompromising patient and quality focus  
  • Honest & trustworthy 
  • Can-do attitude 



Vhi is an equal opportunities employer.

Accessibility
If you are a candidate with a disability and encounter difficulty accessing any part of this website or wish to discuss any matter relating to the accessibility of our building or services, please contact recruitment@vhi.ie
Reasonable Accommodations
Our commitment is to make any reasonable accommodation for you in the recruitment process to give you the best opportunity to perform to your optimum in the application, test, and interview process.
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