Medical Staff Office Administrator (Consultants)

Medical Staff Office Administrator (Consultants)

Location: On site / Dublin, Ireland

Job type: Permanent / Full-time

Sector and subsector: Medical & Healthcare Administration

Salary: Competitive salary

Job Description

Job Title: Medical Staff Office Administrator (Consultants)

Department: Medical Staff Office

Reports to: Director of Medical Staff Office & Beacon Academy

Date: 2026

Main Purpose of the Job

Support the Consultant Office Manager in coordinating the credentialing, privileging, appointment and re appointment of Consultants, along with the associated administrative and operational tasks in the Medical Staff Office, ensuring compliance with Beacon Hospital requirements, Joint Commission International (JCI) standards, Medical Council registration requirements, professional competence obligations, indemnity requirements, and other regulatory standards.

Work to optimise office efficiency, streamlining processes, and overall to further improve the Consultant on boarding experience.

Creating and maintaining Consultant On Call Rotas for various specialities. Engaging in process improvement projects, including inter departmentally, for internal audit, Joint Commission International (JCI), HIQA and supporting some of the hospital expansion projects where appropriate.

The role is administrative support to the Office Manager for activities relating to Consultant Medical Staff and Medical Governance and plays a key role in maintaining accreditation readiness, supporting audits, and ensuring robust Consultant Medical Staff records and compliance systems.

The post holder will also provide administrative support to the Non Consultant Hospital Doctor (NCHD) Office as required, ensuring continuity of service during periods of increased activity, annual leave, or operational necessity.

Key Responsibilities

• Support the Consultant Office Manager and Director of the Medical Staff Office as required.
• Manage all aspects of Consultant Staff administration including dealing with Consultants on an ongoing basis regarding any queries or issues they may have.
• Provide a complete administrative service to support the credentialing process, which includes:
  • Co ordination and dissemination of information relating to applying for Medical Staff Privileges.
  • Tracking and monitoring of these applications.
  • Dealing with queries relating to the application process.
  • Notifying Consultants of status of application.
  • Notifying relevant Department Managers of newly privileged Consultants.
  • Maintain files and records in line with the credentialing process to include yearly verification of Indemnity insurance and Irish Medical Council (IMC) registration.
  • Support the Consultant Office Manager in the arranging of the various Medical Board & Departmental Meetings.
  • Provide all necessary and required administration support to the Office Manager and Director of the Medical Staff Office & Beacon Academy regarding the Medical Board and key Departmental meetings including preparation of agenda's, documentation, monitoring of attendance at meetings and the production of minutes.
  • Provide cross cover and administrative support to the NCHD Office when required over periods of operational need, annual leave or peak workload when requested by the Director of the Medical Staff Office & Beacon Academy, including assisting with on boarding, orientation, leave administration, rota administration and education related activities.

Key Accountabilities

• Ensure compliance with Joint Commission International (JCI) accreditation standards at all times, with particular focus on the Consultant staff group compliance in relation to Mandatory Training, Education and Qualifications, and Governance standards.
• Responsible for ensuring that all members of the Consultant Medical Staff group are fully compliant with all elements of Compliance in achieving and retaining practice privileges. This includes but is not limited to Medical Council registration, adequate Medical Malpractice Indemnification, Basic Life Support, Professional Competence Scheme, etc. & annual reviews.
• Supporting the Consultant Manager in maintaining and managing On call Rosters for various consultant groups and uploading these to the Beacon Home page.
• Organise Quarterly and Annual departmental and Departmental meetings, including circulating the agenda and producing the minutes after the meeting in a timely manner. Attending such meetings when the Office Manager is on leave.
• Ensure Medical Staff practices, procedures and policies are adhered to across the Medical Staff Office.
• Provide administrative support as required to the Medical Staff Office.
• Use the appropriate systems to support the processes in the Office.

Person Specification Qualifications

• Ideally a relevant third level qualification (e.g. Degree, Certificate, Diploma).
• Experience using IT systems, including MS Excel, Word and PowerPoint.

Experience

• 3+ years in an administrative position, preferably in compliance and governance processes.
• Previous experience in a healthcare setting viewed favourably, especially supporting accreditation or audit.

Job Specific Competencies and Knowledge

• Function effectively in an environment where teamwork is essential.
• Skilled in record management, medical staff administration, roster management and governance process a distinct advantage.
• Ability to work autonomously, assume responsibility and manage own workload.
• Good task manager and team player; organised and able to handle a pressurised workload with a calm demeanour. Commitment to service excellence.
• Exceptional interpersonal and communication skills.
• Professional, discreet and ability to manage confidential information appropriately.
• Ability to multitask and thrive in fast paced environments.
• Proven track record of optimising office efficiency, streamlining processes. Strong systems and database management skills.
• All posts in Beacon Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required by their manager or Hospital management.

This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing. As the Hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the Hospital.