2025/117 Grade VI Executive PA to General Manager

Rotunda; Dublin; On-site; EUR 40,000 - 55,000; Full time

Job summary

A leading healthcare facility in Dublin seeks an Executive PA to support the Secretary and Board. The role involves comprehensive administrative duties, managing meetings, and ensuring governance compliance. Candidates should have strong organizational skills and a proven background in administration. This full-time position offers professional challenges in a dynamic environment.

Benefits

28 days annual leave

Exposure to senior management

Professional growth opportunities

Qualifications

• Proven experience in a secretarial or administrative role, ideally within a healthcare setting.
• Ability to manage multiple tasks efficiently and accurately.
• Strong communication skills, both verbal and written.

Responsibilities

• Provide comprehensive secretarial support to the Secretary/General Manager.
• Manage Board meetings and document key actions.
• Ensure compliance with hospital policies and guidelines.

Skills

Excellent interpersonal skills

Organizational skills

Attention to detail

Education

Relevant administrative qualification or experience

Job description

Overview

TITLE: Executive PA

REPORTING TO: The Secretary/General Manager

GRADE: Grade VI

HOURS: 35 hours Full-time onsite (flexibility required as some meetings are scheduled in the evening)

ROLE SUMMARY: To support the Secretary / Group General Manager and The Chair of the Board in providing excellent secretarial, clerical and administrative service to both the General Manager’s office and the Board. This includes administrative support to the Rotunda Board, Board Committees and other committees as directed by the Secretary General Manager.

Responsibilities

• Provide comprehensive secretarial, clerical and administrative support to the Secretary / General Manager, liaising with existing Executive PA/Secretarial staff to the EMT.
• Provide a professional secretarial and administrative service to the Board of Governors and all its sub-committees.
• Support and administer all Board and sub-committee meetings, including drafting agendas, scheduling and recording of minutes.
• Support the Secretary General Manager in ensuring timely circulation of papers for Board and Board Committees and maintain up-to-date terms of reference for Board committees.
• Support and administer governance arrangements to ensure the Board meets statutory and fiduciary responsibilities.
• Support, collate and administer Board packs, papers, briefing notes or any other relevant material for Board, sub-committees or working groups.
• Provide administrative support to internal audit and risk management processes and follow up on actions and decisions; liaise with external professional service providers as required, including Auditors.
• Provide admin support to annual service planning and related requirements.
• Assist in developing and implementing Hospital Strategic Plans including capital development plans.
• Assist in returning annual Compliance Statements and Service Level Agreements, including collation of required documents.
• Support and coordinate Board requirements for training, development and induction.
• Lead in management of the Board administration system Decision Time.
• Ensure office correspondence is dealt with accurately and timely, including follow-up on responses due.
• Take and prepare minutes of meetings as required.
• Ensure written correspondence for circulation is proofread and produced for sign-off in a timely manner and circulated as requested.
• Contribute to maintaining the record / filing system and create new systems as appropriate.
• Liaise with internal and external agencies including the IHA, Regional admin, the HSE, the Department of Health and other hospitals and agencies as appropriate.
• Support and administer return of monthly performance metrics to IHA/Region and requirements of the Service arrangements with the HSE.
• Develop effective interpersonal and communication processes between the Executive Management Team offices and the wider hospital to deliver an effective service.
• Administer HR records for the Secretary General Manager’s reports and office.
• Process general enquiries and ad-hoc information requests; collect, compile data or statistics and produce regular and ad-hoc reports as required.
• Other duties as assigned from time to time and participate in continuing education and development activities consistent with the position.
• Ensure awareness and compliance with Hospital Policies and Guidelines, including Data Protection, Freedom of Information and Complaints Management.
• Contribute to key areas including infection prevention and control / decontamination, National Quality/Hygiene Schemes, BFHI, and audits deemed necessary by Rotunda Hospital Management Team.

Employment Details

• Probationary Period: The successful candidate will be appointed initially for a probationary period of 6 months. This period may be extended as required.
• Hours of Work: 35 hours per week.
• Annual Leave Entitlement: 28 days per annum (January – December).
• Salary: As per national consolidated pay agreement.

Additional Information

• Interpersonal Skills: The successful candidate should possess excellent interpersonal skills and perform duties in a manner conducive to harmonious team-based relationships.
• Key Working Relationships: Chair of Board, The Master, The Hospital Secretary/Group General Manager and assigned team colleagues; also the Director of Midwifery and Nursing, Clinical Director, Consultants, Heads of Departments and The Board of Governors.
• Performance Metrics: Key Performance Indicators will be developed for this role; the successful candidate will have an integral part in this development and reporting.

Note: These responsibilities and accountabilities are a guide and may be amended to meet the changing needs of the Hospital.