PATIENT SUPPORT AND COUNSELLING SERVICES ADMINISTRATOR
JOB TERMS: 2 year, full time contract
LOCATION: Rathmines (2 days office based and 3 days remote option)
MANAGER: Head of Patient Support
The Irish Heart Foundation is Ireland’s national charity dedicated
to fighting heart disease and stroke. Every hour someone in Ireland
suffers a stroke and every day hundreds of people are diagnosed with
heart conditions. The lives of these people are often cut tragically
short. Many are left disabled. Almost 9, * die
from heart conditions and stroke every year in Ireland making
cardiovascular disease one of the nation’s biggest killers. We work
to turn this around – support people to live healthy lives and avoid
cardiovascular disease, but also to support people living with heart
conditions and stroke.
THE ROLE
The role is to provide administrative support and finance cover to the
patient support team across stroke and heart services as well as
coordination of all online and face to face short term courses.
It requires someone who is flexible and extremely organised with
excellent time management, interpersonal and IT skills.
KEY RESPONSIBILITIES:
* Responsibility for contacting and adding new members across heart
and stroke services to case management system. Following up on
referrals through correspondence and email
* Checking contact details and obtaining data consent.
* Keeping member information up to date on the CRM and ensuring
accurate records for preparation of monthly service reports.
* Adding manual heart failure and cardiac referrals to the CRM and
following up with correspondence in relation to scheduling of
assessment of need.
* Survey administration- sending out annual patient support member
surveys by text/email/post and collating the results. Completing final
survey report with the support of the Service Manager.
* Updating the monthly schedule of upcoming events and timetables
for heart and stroke patient events for the IHF website and Intranet.
* Maintain and keep up to date records on Counsellors, Exercise
Therapists and Facilitator’s garda vetting records, qualifications
and training needs.
* Document control - Create one central information resource for all
patient support staff and nurses to access to signpost members to as a
long-term project.
* Managing the heart and stroke email inbox and post box, directing
emails / mail to the most appropriate source in a timely manner.
* Ensure adequate requirements for Covering IHF reception and phones
as required on a rota basis.
* Monitoring the department stationery and office supplies
* Assist Service Managers, and Coordinators with mailouts and
service correspondence
* Supporting volunteers with administration tasks with the support
of service staff and managers.
* Maintaining
COUNSELLING SERVICE ADMINISTRATION
* Recording monthly and annual statistics on counselling referrals.
* Maintain and keep an up-to-date log of counsellors and associated
documentation. Short Term Courses and collation of service reports
* Overall coordination and monitoring of an online annual short-term
courses calendar, working closely with patient support managers and
coordinators.
* Promotion of short-term courses across all streams both internally
and externally
* Working with the team to record and collate service reports on
quarterly and annual statistics for short term courses including
attendance, adherence, staff hours allocated etc.
PAY RUN AND INVOICING
* Assist Finance with monthly invoice payment run preparation while
highlighting gaps in supplier invoicing.
* Processing department invoices and preparing the file for pay run
every month.
* Maintaining records of invoices and related documentation.
* Ensuring pay run deadlines are observed and liaising closely with
IHF finance and suppliers to keep this on track
* Preparing monthly pay run across heart and stroke services for
sign off by relevant Manager.
* Collate invoices, purchase orders, and other financial documents
as required.
* Provide finance cover for the preparation of monthly pay runs
across heart and stroke services for line manager’s approval.
GENERAL CONDITIONS OF SERVICE
This job description is not intended as an exhaustive list of
duties/responsibilities and may be amended from time to time in
accordance with the needs of the service.
EDUCATION
A 3rd level qualification in office administration or related field
and /or relevant experience in a similar busy role is desirable.
SKILLS AND EXPERIENCE REQUIRED
* Experience working with a CRM patient management database is
essential.
* Minimum of 3 years of previous experience in a similar role.
* Strong working knowledge of Microsoft office.
* Strong interpersonal and organisational skills
* Excellent time management skills with an ability to prioritise
multiple deadlines in a fast-paced environment.
* Demonstrate ability to work efficiently under pressure to meet
deadlines.
* Excellent communication skills; written and spoken.
* Good attention to detail.
* Strong organization skills.
* Commitment and flexibility required.
* Ability to represent the Irish Heart Foundation in a professional
manner at all times.
* Fluent English.
* Experience with PowerPoint and Canva is an advantage.
* Experience dealing with patients in an administrative role or
setting is desirable but not essential.
* Experience working with a Finance team is desirable but not
essential.
BENEFITS OF WORKING WITH IRISH HEART FOUNDATION:
* Flexible working with our hybrid working model, our team enjoy
more flexibility working from home and our Head office location in
Rathmines (Monday and Thursdays, mandatory office days).
* We provide benefits to help you protect your health and financial
security; and give you peace of mind.
* Pension scheme with employer contributions, from day 1 of service
* Life assurance of 4 times base salary with immediate effect
* Income continuance/disability benefit, at no cost to you from day
1 of service
* Paid Maternity leave
* Company sick pay
* Company health checks
* Generous annual leave policy including additional company days
* Bike to Work Scheme, Travel Saver Tickets, Excellent public
transport links
* Employee Assistance Programme (EAP)
* A wonderful office we are proud of with excellent working, kitchen
and changing facilities
* Events organised by social club and Health and Well-being
Committee
* CPR Training for all employees
* Ongoing Training and Development initiatives to help you grow your
career with us
DETAILS OF ROLE AND APPLICATION PROCESS
This is a two-year contract, full-time role.
To apply please provide an up-to-date curriculum vitae and cover
letter outlining how you suit the post by email to Klara O’Malley,
HR Manager
EMAIL: *
The closing date for this position is **APPLY ON THE WEBSITE**TH OF
MAY **APPLY ON THE WEBSITE**
The Irish Heart Foundation has a no smoking policy. Employees are not
permitted to smoke whilst undertaking any duties on behalf of the
Foundation.
_The Irish Heart Foundation is an equal opportunities employer._
We need : English (Good)
Type: Permanent
Payment:
Category: Health
