PA to the Director of Nursing - Dublin - Dublin Dental University Hospital

Description

PA to the Director of Nursing, Grade IV

(Permanent Full-Time)

The Dublin Dental University Hospital is seeking to recruit a PA to the Director of Nurses (DON), Grade IV to join the Dental Nurse team. This is a full time and permanent contract. The successful candidate will provide administrative and PA support to the DON objectives and will embrace continuous quality improvement and development and will contribute to the management of the changes necessary to achieve Dublin Dental University Hospital. The position reports to and is accountable to the Director of Nursing.

Qualifications, Experience Person Specification

Each candidate must:

• Have 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).
• Be fully competent in the full MS Office as well as internet and other relevant Packages.
• Possess excellent interpersonal and communication skills.
• Have proven organisational, administrative, analytical and problem-solving skills; be able to identify potential difficulties and formulate solutions.
• Have the ability to multi-task, work under pressure and meet deadlines.
• Have the ability to work in a team.
• Have the ability to work on one's own initiative, prioritise and manage a number of issues simultaneously and demonstrate attention to detail.
• Have the ability to relate effectively with staff, patients and students at all levels.

Candidates must ideally:

• Hold an appropriate administrative/secretarial qualification as well as the ECDL.
• Have gained experience in a similar healthcare/education setting.
• Be personally motivated with the ability to empower and motivate others.
• Demonstrate adaptability to rapid changes taking place in the University and Hospital and health services in general.
• Demonstrate a staff and students focused approach.
• Respect the need for confidentiality at all times and to act with discretion.
• Be flexible and adaptable.

Outline of Duties and Responsibilities

The successful candidate will provide secretarial and administrative support to the Director of

Nursing within the Dublin Dental University and Hospital. The successful candidate will be key to supporting the efficient running of the Nursing department and all its activities. The successful candidate should also keep in mind a team approach to raise the profile of the Nursing departments and profession.

The role of the PA to the Director of Nursing includes but is not limited to:

• Provide a comprehensive secretarial and administrative service to the Director of Nursing including Microsoft Word, Access, Excel and PowerPoint to the highest professional standard.
• Provide support in the development and implementation of a paperless department.
• Maintain and develop effective management systems for the department to include message taking, record logs, retrieval of information and database management together with efficient use of appropriate systems to ensure accomplishment of deadlines.
• Ensure accurate and timely electronic diary management (MS Outlook) and demonstrate initiative in prioritizing meetings and meeting deadlines.
• Liaise with a wide range of individuals at all levels within the organisation as well as communicate with other departments in organising Occupational Health events and reports, management of nursing on-call rosters, supporting Infection Prevention and Control administration to include minute taking, report writing and development of auditing tools results.
• Supporting the Clinical Nurse Mangers, CSSD Manager and Household Mangers in all administrative tasks.
• Ensure monthly allowances are correlated for payroll deadlines.

• Database development/management and ensure they are accurate and up to date for:

• Personnel records for all employees, whom the Director of Nursing is responsible for

• Data Entry for Hepatitis B Records for all clinical operators
• Staff attendance at internal mandatory/external courses

• Maintain contact lists for all Continuing Professional Development (CPD) course participants for the duration of the course

• Ensure that all letters, memos and documents are presented to a high standard with a high degree of speed and accuracy.

• Deal with incoming correspondence on a daily basis and draft replies for approval by the Director of Nursing.
• Organise Director of Nursing, Clinic Nurse Managers and Occupational Health Nurse digital calendars.
• Manage confidential filing systems for the Director of Nursing.
• Arranging and organising meetings, including preparing and circulating the agendas and the taking of minutes in a timely manner and with a high degree of accuracy.
• Assist in the development and implementation of quality improvements aimed at raising the profile of the Nursing department.
• Take responsibility for collecting, checking and processing relevant certification including qualification certificates, Children First certificates, and Hepatitis B records of Nursing, CSSD, Household and Contract Cleaning staff.
• Process all employee leave requests, maintain the associated records electronic records (Wiz HR system) and databases for all Nursing, CSSD and Household employees.
• Ensure an effective and responsive service is provided to queries from all staff and the general public. Answer and deal with all office enquiries including telephone calls, emails and bringing urgent issues to the attention of the Director of Nursing or Clinic Nurse Managers when appropriate. Other office duties include scanning, photocopying, distributing the post, filing and confidential shredding.

• Responsible for all activities related to Continuing Professional Development (CPD) courses:

• Send out course information and application forms

• Process payments received and send receipts of same
• Liaise with the lead organiser
• Creation of CPD materials for participants such as booklets and brochures
• Confirm places
• Handle catering requirements and room bookings
• Assist in ensuring lecturers fees are paid where appropriate

• Organising CPD for departmental staff externally

• Assist in the development of strategies in line with the University and Hospital's overall goal and objectives.

• Assist in the review and development of best practice policies, procedures and auditing tools.
• 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 Nursing department.

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

• Nursing staff meetings

• CSSD staff meetings
• Infection Prevention and Control committee meetings
• Household staff meetings
• All staff forum

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.

General Information

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

Closing date for applications: Monday, 1st September 2025 at noon

Qualified applicants should apply through Hirehive attaching their CV and Cover Letter along with completing an on-line application form.

Interviews are expected to take place immediately after the shortlisting process and from week beginning 1st of September 2025 with an expected start date shortly thereafter.

Informal enquiries can be made by contacting Ms Carol MacArthur, Director of Nursing, via email in the first instance or Simion Tita, HR Officer

Offers are subject to standard checks such as Garda Vetting, references and any other on boarding requirements relating to the role.

The Dublin Dental Hospital is an equal opportunities employer.