Executive Assistant to our Chief Operations Officer
Posted 4 days 13 hours ago by Hollybank Trustees Ltd
Location: On site / Dublin, Ireland
job type: Permanent / Full-time
Sector and subsector: Medical & Healthcare Administration
Salary: Competitive Salary
Job Title: Executive Assistant to our Chief Operations Officer
Department: CEO's Office
Job Type: Permanent Contract
Hours: 37 hours per week (Full-Time)
Blackrock Clinic is the leading and longest established private hospital and clinic in Ireland. Since it opened in the mid-1980s, the clinic has consistently built an unparalleled reputation in new high-tech surgical procedures, medical treatments, and ground-breaking diagnostics.
Blackrock Clinic is now part of Blackrock Health private hospital group along with the Hermitage Clinic, Galway Clinic, and Limerick Clinic, some of the most advanced hospitals in Irish private healthcare. As a JCI accredited hospital, Blackrock Clinic is a progressive and pioneering hospital in which care for the patient is central to everything we do.
Role PurposeThe role is responsible for providing secretarial and administrative support to the COO in line with the requirements of the role. The objective of the role is to maintain the highest level of efficiency and confidentiality within the Department while always promoting the values of the hospital. To provide excellent IT skills to relation to recording, tracking and filing confidential documentation. As a key member of the frontline team, the EA will demonstrate a professional and engaging style and facilitate effective communication with colleagues in the hospital. The position requires a collaborative and supportive approach to the development of services and structures, embracing continuous quality improvement and the implementation of changes necessary to achieve organisational objectives.
Qualifications / Requirements- At least three years' experience in a similar role
- High level of administrative competency with a good knowledge of the hospitals and its structure
- Excellent IT skills - Microsoft 365 and Microsoft Office Suite, e.g. Word, Excel, Access, Outlook, PowerPoint, etc.
- Possess strong knowledge, awareness and expertise of administration including workflow processes.
- Proficient in preparing Visual presentations
- Proficient in Data Extraction for analysis and power point presentations
- Relationship management
- Written /numerical/analytical skills
- IT Skills
- Problem solving/solutions focused
- Planning and organising skills
- High tolerance for dealing with ambiguity
- Communication and interpersonal skills
- Team player
- Thoroughly comprehend all aspects of EA role in diary management, typing confidential reports and arranging documentation prior and post various committee meetings
- Ensure all correspondences are transcribed and proofread in an accurate and timely manner
- Take and prepare minutes as required at meetings as requested by the COO
- Undertake typing, word processing of correspondence, documents, forms agendas and reports
- Maintain robust correspondence systems ensuring chronological filing and timely follow-up on outstanding responses
- Prioritise, filter or redirect written, electronic and verbal communication to be dealt with personally or brought to the attention of the COO
- Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
- Deal with confidential sensitive/contentious information with colleagues and service users.
- Organise and plan events as necessary and provide supporting information material as required.
- Keep the COO fully appraised and aware of all daily events requiring attention or awareness
- Organise travel and coordinate itineraries on behalf of the COO
- Multi-task and prioritise work throughout the day, responding to requests as necessary ad adjusting work schedules accordingly
- Take ownership of workload and meet deadlines without close supervision
- Develop and maintain a comprehensive record / filing system
- Continually develop effective interpersonal and communication processes to ensure the delivery of an effective service
- Liaise with internal departments and external agencies as appropriate
- Process general enquiries and ad-hoc requests for information as appropriate
- Participate in continuing education and development activities consistent with the position
- Demonstrate a clear understanding of the role of the COO's office and to participate in the overall delivery of their function within the hospital
- Facilitate effective communications with other members of the office
- Effectively handle queries directed to the CEO's office - assessing, recording and passing on queries, ensuring that such enquiries are dealt with in a timely manner and responses recorded
- Ensure compliance with all relevant Blackrock Clinic guidelines, policies, procedures and relevant legislation and regulatory requirements
- Participate in the continuous review and evaluation of policies, guidelines and existing practices through regular audit programmes and review engaging with the multi disciplinary team where required
- Assist in projects and programmes of improvement
- Assist in promoting a culture of continuous quality improvement across the hospital
- Participate in the requirements of the hospital's accreditation process
- Assist in ensuring a culture of safety, promoting positive reporting of incidents and near misses; investigate and take remedial action on incidents or near misses involving patients and staff according to hospital policies, protocols and guidelines
- Pension
- Sports and Social club
- Employee Assistance Programme
- Discounted onsite pharmacy
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Have you been referred to this job by a current Blackrock Health Blackrock Clinic employee? No Yes