Permanent Full-Time

Job Title:                                             Administration Assistant, Grade IV - Medical Records
Reference No:                                                05.054 (2023)
Department / Directorate:               ICT Directorate
Reports to:                                         Medical Records Manager or Deputy

Tallaght University Hospital (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 60 different nationalities represented. The Hospital is a provider of local, regional and national specialties. It is a designated trauma unit incorporating the National Pelvic and Acetabular Unit, a regional Urology Centre and the second largest provider of renal dialysis services in the country.  
One of the two main academic teaching hospitals of Trinity College Dublin -  TUH specialise in the training and professional development of staff in areas such as Medicine, Nursing, Health and Social Care Professionals. TUH is part of the Dublin Midlands Hospital Group which serves a population of over 1.2 million across seven counties.
The Hospital is an exciting and dynamic place to work, in the midst of implementing a new hospital strategy, the team have already delivered on the opening of a new Renal Dialysis unit, Reeves Day Surgery Centre, a step down facility in the community, a new ICU and the development of a supraregional Endometriosis Service. 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 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

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 to Leaving Certificate standard or equivalent or higher i.e. Fetac Level 5
  • Have satisfactory relevant experience which encompasses demonstrable equivalent skills

  • 2 years admin experience, 1 of which must be in a healthcare environment
  • Practical experience of use of IT systems / packages 
  • Fluent command and understanding of the English language to include spoken and written word

  • I year’s Medical Records experience
  • Experience of Microsoft office i.e. Word, Excel, Outlook, PowerPoint

The Administration Assistant, Grade IV will be responsible for covering leave from all sections of the Medical Records Department.
  • Provide general administrative support to the Medical Records Department
  • Deal with telephone queries relating to the department function
  • Liaise with staff in other departments, the public and outside agencies in a confidential, courteous and professional manner
  • Ensure requests for Death Notification Certificates and charts are dealt with in a timely manner
  • Deal with requests in relation to Duplicate Chart numbers in a timely fashion
  • Cover the duties of the Secondary Storage Requests Department
  • Cover the duties of the Medical Records Reception Desk
  • Cover the duties of the Medical Records Team Leader when required
  • Cover the duties of the Chart Room staff
  • Cover Medical Insurance/HIPE when required
  • Locate charts outside of the Medical Records Department when required
  • Retrieve and re-file charts when required
  • Provide charts to the relevant departments in a timely manner
  • Electronically track charts from one location to another at all times
  • Support and train other team members when required
  • Be available to support Team Leader/Supervisor/Departmental Manager when required
  • Process and facilitate in the collation and presentation of data in relation to research projects and work undertaken by the Department
  • Use of computer packages relevant to the role

Reward & Recognition
  • Remuneration is in accordance with the Department of Health Consolidated Salary Scales, 1st October 2022: €30,928 -  €49,361 (inc. 2 x LSI)                                                
  • The appointment is full time, permanent and pensionable.
  • 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:                       Medical Records Manager, Geraldine Gregg Duke  Telephone (01) 4142380 or email
Closing Date:                                      Before close of business on:  Friday 9th June 2023

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