Dental Nurse Tutor Administrator - Dublin - Dublin Dental University Hospital

Description

Dublin Dental University Hospital

Dental Nurse Tutor Administrator (Grade IV) Permanent Full-Time

The Dublin Dental University Hospital is seeking to recruit a Dental Nurse Tutor Administrator, Permanent and Full-Time Contract, based on 35 hours per week. The position is a dual reporting line and is accountable to the Dental Nurse Tutors and ultimately to the Head of the Division of Child Public Dental Health.

The Dental Nurse Tutor Administrator will embrace continuous quality improvement and development and will contribute to the management of the changes necessary to achieve DDUH objectives.

Qualifications, Experience Person Specification

• A minimum of 3 years-experience in an administrative role.
• Each candidate must hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).
• Excellent interpersonal, organisational, communication and time management skills.
• Initiative and enthusiasm with an ability to multitask with ease.
• The ability to work and integrate with an existing team, providing support to the Dental Nursing programmes.
• The ability to work independently; using their own initiative to manage a number of issues simultaneously to meet deadlines and demonstrate attention to detail.
• The ability and willingness to learn new skills in a constantly changing environment.
• The ability to communicate effectively, detail-orientated and proficient with office management systems including Enterpryze, Microsoft Office, the internet and any other relevant systems.
• The ability to work proactively, take direction and manage feedback.
• The ability to respect the need for confidentiality at all times and to act with discretion.
• The ability to be flexible and adaptable.

Desirable criteria:

• Have gained experience in a similar setting (healthcare/education).
• Have the ability to relate effectively with staff, patients and students at all levels, with a student-focused approach.
• Be personally motivated with the ability to empower and motivate others.
• Demonstrate adaptability to rapid changes taking place in the DDUH, TCD and the educational and health services in general.
• Have analytical and problem-solving skills; being able to identify potential difficulties and formulate solutions.

Outline of Duties and Responsibilities

The successful candidate will provide administrative support to the Dental Nurse Tutors (DNTs) of the Dublin Dental University Hospital (DDUH). The Dental Nurse Tutor Administrator will be key to supporting the efficient running of the Dental Nursing Education programmes and all programme activities. This relates but it not limited to activities concerning the Diploma in Dental Nursing Full-Time Programme, the National Dental Nurse Training Programme of Ireland (NDNTP), the Certificate in Dental Radiography and Basic Life Support (BLS) student training coordination.

The role of the Dental Nurse Tutor Administrator s includes but is not limited to the following duties and responsibilities:

• Provide administrative support for all Dental Nursing Education programmes (full-time, part-time and online programmes) and to aid in their smooth running.
• Provide comprehensive secretarial and administrative support to the DNTs through the use of Microsoft Outlook, Word, Excel and PowerPoint and the Learning Management Systems (LMS) /programme websites: Blackboard TCD and Moodle; to the highest professional standard. Please note that this list of applications is not exhaustive.
• Ensure that an effective and responsive service is provided to queries from students, staff, programme applicants and the general public.
• Answer and manage any office enquiries including telephone calls and e-mail correspondence on a daily basis, and draft replies for approval by the DNTs, raising any urgent issues for the attention of the DNTs where appropriate.
• Ensure that all e-mails, letters, memos and documents are presented to a high standard with a high degree of efficiency and accuracy.
• Ensure accurate and timely electronic diary management (Microsoft Outlook) for the DNT tutors and administrators, and demonstrate initiative in prioritising meetings and meeting deadlines.
• Maintain and develop effective management systems for the programmes including message taking, record logs, retrieval of information and database management together with efficient use of appropriate systems, ensuring the accomplishment of deadlines.
• Liaise with a wide range of individuals at all levels within the organisation as well as communicate with external agencies. These include; The Dental School, Dental Studies, Trinity College Dublin (TCD), University College Cork, general dental practitioners, Health Service Executive (HSE), the Dental Council of Ireland and other professional bodies as well as the general public.
• Process application forms, manage fees and payments that are received and issue receipts of same, where relevant for the Dental Nursing Education programmes.
• Take responsibility for collecting, recording and processing relevant course documentation and student submissions where applicable.
• Receive and log any course-related hard and soft copy submissions and save these to their allocated drives and folders accordingly. These submissions include but are not limited to assignments, declarations, memorandums, Clinical Logbooks, Portfolios of Experience, Case Study Written Reports and other course components.
• Develop and manage databases and ensure they are accurate, up to date and secure.
• Compile, manage and maintain applicant and student personal and academic records; ensuring that these are up to date, accurate and remain confidential.
• In relation to the full-time programme, liaise with lecturers on a weekly basis to ensure they are available for their lecture(s) the following week. This includes ensuring that the room booking is still in place if applicable.

• Organise meetings by sending invitations, booking an appropriate meeting venue and arranging catering facilities if applicable. This also includes preparing and circulating the agendas and the taking of minutes in a timely manner and with a high degree of accuracy for:

• The National Dental Nurse Training Programme Committee Meeting.

• Clinical Assessment Report Meetings.

• Other meetings as required.

• Assist with the development and maintenance of lecture and clinical timetables.

• Record, monitor and calculate students' didactic and clinical attendance for the Dental Nursing Education programmes.
• Review the clinical attendance of the full-time students on a weekly basis and contact any students who may require the remediation of clinical session(s).
• Receive lecture notes from lecturers, save these to the allocated drive and folders and upload to Blackboard TCD in a timely manner.
• Verify and record assignment examination grades and calculations with attention to detail and efficiency; ensuring accuracy and quality assurance.
• Manage confidential filing systems, including processing sensitive data as required.
• Update Blackboard TCD and Moodle on a regular basis to ensure that students have access to all relevant course content and updates.
• Produce teaching materials including exam papers as required by the DNTs to a high degree of speed and accuracy and to meet the allocated deadlines. This task may include merging, printing, stapling and ensuring that each document is accurate and true to the soft copy examination paper.
• Deliver and collect hard copy examinations to/from the appropriate department(s) in the Dental School and or TCD where applicable.
• Invigilate and/or proctor face-face/online examinations to include time keeping and liaising with the DNTs during the examination.
• Compile, manage and maintain a record of the programmes examination results documents and ensure that these are up to date, accurate and remain confidential. This includes ensuring that the Excel formulas within the documents are correct and that documents are password-protected.
• Facilitate the smooth running of external examiner visits related to the Dental Nursing Programmes. This includes preparing and collating relevant information such as examination results, ensuring all the paperwork and assessment systems are up to date prior to each visit.
• Assist in the development and implementation of quality improvements aimed at raising the profile of Dental Nursing Education programmes.
• Organise suitable travel and accommodation arrangements for DNTs and/or external examiners.
• Assist in the review and development of best practice policies, processes and Standard Operating Procedures (SOPs), under the guidance of the DNTs.
• Collate and update content (paper and web-based) for promotional material and maintain the Dental Nursing programmes web pages as part of the DDUH and/or TCD website.
• Assist in the development of strategies in line with the DDUH's overall goal and objectives.
• Comply with GDPR and DDUH Data Protection Polices and processes for all data associated with the Dental Nursing Education programmes.
• Carry out other reasonable duties that may be required which are commensurate with the grade and nature of the post to meet the needs of the Dental Nursing programmes.
• Other office duties include scanning, photocopying, distributing post and filing.

• The post holder will attend the following meetings and all other meetings as required:

• The Dental Allied Healthcare Professional Courses Committee Meeting.

• The National Dental Nurse Training Programme Committee Meeting.
• All-Staff Forum.
• Pre-exam meetings where applicable.

The extent and speed of change in the delivery of services is such that adaptability is essential to this level of appointment. The person chosen will be required to maintain, enhance and develop their knowledge, skills and aptitudes necessary to respond to changing situations. Therefore, this Job Description is an outline of the current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. It will be reviewed and updated in line with future needs.

Closing date for receipt of applications is Monday, 25th August 2025 at noon.

The role is available ASAP with interviews expected to take place on Wednesday 27th August 2025.

If this role interests you please submit a cover letter and curriculum vitae together via Hirehive.

Informal enquiries can be directed through Mr. Seán Phelan at email: Ms. Karen Dinneen For a full job description, please contact Simion Tita, HR Officer at / landline number

Dublin Dental University Hospital will not be liable for travelling or other expenses incurred by candidates who may be invited to attend for interview.

Please note: All job offers are subject to references, Garda Vetting and pre-employment medical.