Assistant Administration Services Manager - Clerical Grade VI (Temp)

Assistant Administration Services Manager - Clerical Grade VI (Temp) Mercy University Hospital

Location: On site / Cork City, Cork, Ireland
Job type: Fixed term / Part-time
Sector and subsector: Medical & Healthcare Administration
Annual Salary range: from €58,477.00 to €71,442.00

Temporary Contract (12 months)

Part Time Hours - Working Requirements are Wednesday, Thursday and Friday 8.30am to 16.30 pm

Principal Duties and Responsibilities:

• Responsible for the Roster for Medical Secretary & Peri Operative Department.
• Overall responsibility to ensure that all employee records are updated and correct within required timelines including annual leave, sick leave, parental leave, probationary reviews, job evaluations, performance achievements, back to work meetings, etc.
• Responsible for ensuring processes are followed by all staff under the remit.
• Super user from a clerical perspective in IPMS/Iron Mountain/Digital Dictation, T Pro and any other systems that may be used in the department.
• Complete Incident forms and follow up action with staff as required.
• Submit OT & Sick Leave within the required timeline to HR & Salaries and wages.
• Communicate effectively with all departments within the hospital and with external parties, always maintaining a high standard of customer care.
• Sit on assigned committees as required.
• Maintain own knowledge of relevant employer policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards.
• Review and update Department SOP & Policies.

Staff Management:

• Manage all staff under the remit of the role and ensure they always work in a professional manner whereby there is a culture of putting the patient first.
• Promote excellent inter-disciplinary co operation to achieve organisational goals and objectives.
• Support and assist Staff Officers /Assistant Staff Officers in the discharge of their duties including regular meetings.
• Responsible for the management of all leave requests such as annual, maternity leave, parental leave, flexible working, remote working, career break, etc.
• Assist with all grievances as they arise and ensure that any concerns/issues are resolved at local level where possible.
• Conduct Performance Achievements and Probationary Reviews on all eligible staff and ensure performance issues are dealt with as per hospital policy.
• Initiate the hospital disciplinary procedure if required.
• Assist with Occupational Health Department and EAP Department staff referrals as necessary.

Service Planning and Improvement:

• Assist with regular workforce planning to ensure adequate staff are always available including succession planning.
• Assist with reviews relevant policies and procedures as required.
• Assist with the recruitment process in co operation with Human Resources Department and help across disciplines for internal and external interview panels as required.

Operational Management:

• Regular attendance to committee meetings.
• Support service change and reconfiguration through participation on identified projects.
• Review work practices and engage in quality improvement plans in line with organisational key performance indicators.
• Assist with business cases as required for consideration at hospital senior management level and South/Southwest hospital group.
• Undertake regular audits as required and in line with national standards and best practice.
• Representing the department at meetings as required.
• Represent and deputise for the Administration Services Manager during periods of leave.
• Assist with Union Representatives administration both internally and externally as required in co operation with the Human Resource Department.

Training & Development:

• Manage all mandatory training programmes and ensure all staff under the remit of the role are fully compliant.
• Manage Performance Achievements for Medical Secretaries/Clerical Officer employees under the remit.

Eligibility Criteria:

• Hold a relevant Administration qualification and have achieved a high level of proficiency in same.
• A minimum of three years people management experience is essential.
• Possess excellent communication, interpersonal and organisational skills, and have the ability to work on their own initiative.
• Be very patient focused with an approved record of managing sensitive and confidential information.
• Have a comprehensive knowledge of administrative processes and IT skills (to encompass database and Excel) to assist in the delivery of a coordinated approach to patient care.
• Database administration.
• Have the ability to work both independently and as part of a team.
• Strong leadership skills and experience in managing a team.
• Possess a broad understanding of medical terminology desirable.
• IPMS experience is desirable.
• Ability to assess and improve processes.

Closing Date: 1pm on Friday, 10 July 2026.