Contract - Fixed Term

Job Title: Administration Assistant, Grade IV
Reference No: 08.001 (2022)

Department / Directorate: Release of Information, ICT Directorate
Reports to: Team Leader, Release of Information

Tallaght University Hospital (TUH) is an exciting and dynamic place to work. The team at the Hospital are in the midst of implementing a new hospital strategy that has already delivered on the opening of a new renal unit, day surgery centre, step down facility in the community and the start of building works on a new ICU extension. It is an exciting time to join the TUH team and one of Ireland’s main teaching hospitals with so many plans to enhance patient care. The Hospital believes in investing in their team and offers excellent education and research opportunities.

TUH is one of Ireland’s largest acute teaching hospitals, adult, psychiatric and age-related healthcare on one site. The Hospital has 450 adult beds with over 3,500 people on staff and more than 50 different nationalities represented. The Hospital is a provider of local, regional and national specialties. It is also a national urology centre, the second largest provider of dialysis services in the country, a regional orthopaedic trauma centre and a designated trauma unit.

TUH is one of the two main academic teaching hospitals of Trinity College Dublin - specialising in the training and professional development of staff in areas such as medicine nursing, health and social care professionals, emergency medicine and surgery, amongst many others. TUH is part of the Dublin Midlands Hospital Group which serves a population of over 1.2 million across seven counties. 

TUH Vision and Values
The vision of the Hospital is “People Caring for People to Live Better Lives” through excellent health outcomes supported by evidenced based practice, positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.
Our TUH CARE values – for patients, their families, our community and staff are:
  • Collaborate – together and with our academic and care partners
  • Achieve – our goals, positive outcomes and wellbeing
  • Respect – for patients, each other and our environment
  • Equity – for patients and staff
At TUH we view our staff as our most valuable asset and every member of the Team is valued equally.  We recognise that a skilled, satisfied and motivated workforce is a prerequisite to high quality care.

A full overview of TUH is available on us

Purpose of the role:
The Administration Assistant, Grade IV will be responsible for ensuring the smooth running of the administration support for the Release of Information department. In this role, s/he will directly support the Deputy Information Governance Manager in bringing the processing of requests for information in line with Hospital requirements.

Overview of role:
Key Duties and Responsibilities
  • Provide general administrative support as set out by the department managers
  • Deal with telephone queries relating to the department’s function.
  • Liaise with staff in other departments, the public and outside agencies in a confidential, courteous and professional manner.
  • Liaise with consultants and multi-disciplinary teams as required.
  • Ensure correspondence with GPs and other hospitals is dealt with in a timely, efficient and effective manner.
  • Locate charts outside of the Medical Records’ department as required.
  • Maintain efficient general office procedures as appropriate to the post.
  • Type and file all general correspondence and documentation in relation to their work.
  • Use all computer packages relevant to the role (e.g. Microsoft Office, Respond, etc.).
  • Display an aptitude to engage in Continuing Professional Development training relevant to the role (e.g. administration, dealing with requests for information, etc.)
  • Display flexibility to adapt to change in what is a fast moving work environment

Successful candidates will demonstrate:
  • Excellent office based communication skills (e.g. email, letter writing and phone-calls) and must be able to communicate effectively in a clear and concise manner
  • A capacity to deliver on results within set timeframes
  • Excellent Customer Services skills
  • Knowledge and skills to be an effective administrator including the ability to work independently as well as part of a team
  • An ability to take direction and follow instructions
  • An ability to organise and prioritise work effectively
  • An ability to work independently as required with little supervision
  • Respect for privacy and confidentiality in line with the nature of this role

Qualifications & Experience required
Must have:
  • Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (Higher, Ordinary, Applied or vocational programmes) or equivalent
  • Have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable standard to the Leaving Certificate standard or equivalent or higher (e.g. FETAC Level 5)
  • Have satisfactory relevant experience which encompasses demonstrable equivalent skills
  • 2 years’ relevant administration experience
  • Practical experience of using ICT systems / packages (e.g. Microsoft Office, etc.)
  • Fluent command and understanding of the English language to include the spoken and written word
  • Knowledge of legislation relevant to this role (e.g., Freedom of Information and data protection legislation (e.g. Data Protection Act 2018, GDPR, etc.))
  • Minimum of 1 year’s administration experience in the Health Sector

Reward & Recognition
  • Remuneration is in accordance with the Department of Health Consolidated Salary Scales, grade code 0558.
  • The appointment is a one year fixed term whole time, pensionable contract.
  • The annual leave entitlement is 27 working days per year. The leave year runs from 1st April to the 31st of March each year.
  • Normal working hours are 35 worked over 5 days. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement.

Application process
Applications can be submitted ‘on-line’ at by completing the application form and attaching your CV.  Candidates should be aware that, when applying for a post through the 'On-Line' Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application.  Should you for any reason, not receive this automated acknowledgement, you should notify the Human Resources Department, before the closing date, otherwise your application will not be considered.
All candidates should note that, in order to maintain a timely process, the closing date and time for receipt of applications will be strictly adhered to.

Informal Enquiries to:                       Catherine O’Toole, Release of Information- Email or telephone (01) 414-2333
Closing Date: Before close of business on:  23rd of August 2022

TUH Core Competencies:
Core Area Competency Level
Managing the service Quality & Safety of Service 2
Managing the service Delivery of Results 1
Managing Change Problem Solving & Decision Making 2
Managing Change Communications & Influencing 1
Managing Yourself Team player 1
Managing Yourself Planning and Organising 1
Managing People People Management 1
Managing People Leadership 1

Please go to www.tuh/careers for details of the core competencies