Executive Assistant - UPMC Kildare

UPMC International; Kildare; On-site; EUR 40,000 - 55,000; Full time

Job summary

A leading healthcare provider in Ireland is seeking an Executive Assistant to support the General Manager and Director of Nursing in ensuring smooth hospital operations. The role involves detailed administrative duties, from maintaining consultant records to managing logistics for meetings, while exercising discretion and confidentiality. Ideal candidates should have over 5 years of administrative experience, especially within a healthcare setting, and possess strong communication skills. The position offers opportunities for career growth and an inclusive work environment.

Benefits

Enhanced annual leave up to a maximum of 27 days.

Flexible working opportunities.

Opportunities for career development.

Qualifications

• 5+ years of general administration experience.
• Strong attention to detail.
• Excellent interpersonal skills.
• Ability to communicate effectively with various stakeholders.
• Strong IT skills.
• Experience in a hospital setting.
• 5+ years of experience in a healthcare environment.

Responsibilities

• Support General Manager and Director of Nursing in hospital operations.
• Maintain consultant files and manage administrative tasks.
• Assist with invoicing and agency bookings.
• Coordinate events, meetings, and travel arrangements.
• Ensure confidentiality and attention to important matters.

Skills

Attention to detail

Interpersonal skills

Communication skills

IT skills

Teamwork

Job description

The Executive Assistant will work closely with the General Manager, Director of Nursing and wider hospital management team, the successful candidate will play a key role in ensuring the smooth running of hospital operations supporting these key roles. The position combines traditional PA duties with project support, quality support and the full ownership of consultant files and records.

Primary Duties and Responsibilities

• Maintenance of Consultant files, practice privileges, annual/tri-annual reviews, consultant mandatory training.
• Maintenance of hospital policies/procedures for accreditation and audits.
• Minute taking at meetings e.g. H&S, TUG, EUG.
• Administrative support for accreditation and audits - CHKS, JAG, HIQA, HSA.
• Preparation for HER implementation.
• General administration required by the General Manager / Director of Nursing.
• Oversee T&A system for direct reports of General Manager / Director of Nursing.
• Assistant with invoicing, posting to SAP.
• Assist with agency bookings as required.
• Assist with the tracking of agency workers.
• General admin tasks, ordering food/flowers/gifts. Booking meetings rooms and hotels where required.
• Manage calendars, appointments and travel arrangements.
• Prepare reports, presentations and meeting materials.
• Coordinate events, meetings and logistics.
• To ensure that all matters of importance are brought to the immediate attention of the General Manager / Director of Nursing.
• To exercise discretion and maintain confidentiality at all times.

Health and Safety

• To uphold UPMC Kildare Hospital's policy requirements in relation to Fire, Infection Control, Radiation Safety and Health and Safety at work regulations and to attend updates.
• Identify potential risks for all staff, patients and visitors and adhere to relevant incident reporting procedures.
• To observe a general duty of care for the health, safety and well-being of self, work colleagues, visitors and patients within the hospital, in addition to any specific risk management associated with this post.

Quality & Audit

• Participate as required in audit and research activity within the field, promoting a positive attitude towards the implementation of evidence- based practice.
• Undertake research/ audit as necessary, critically analyse and provide written reports of the same.
• Participate in local audits in preparation for annual accreditation.
• Work closely with the Quality and Patient Safety team, ensuring the department is meeting accreditation standards at all times.

Qualifications & Experience

• The Post holder must hold the following to fulfil the requirements of this post:
• 5+ years of general administration experience.
• Strong attention to detail.
• Have excellent interpersonal skills and the ability to communicate effectively with management, consultants, staff, patients, public and outside agencies.
• Ability to work as part of team and own initiative.
• Strong IT Skills.
• Experience in a hospital setting
• 5+ years' experience working within a healthcare environment

Equal Opportunity Statement and Benefits

UPMC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Work-Life Balance

• Enhanced annual leave up to a maximum of 27 days. Flexible working opportunities to support you to work around external family commitments.

Development and Career Opportunities

• Opportunities for each employee to reach their career goals through continued learning and/or advancement.

About UPMC

UPMC is a renowned multinational academic medical centre committed to delivering people-focused care that's close to home. Headquartered in Pittsburgh and affiliated with the University of Pittsburgh Schools of the Health Sciences, UPMC shapes the future of health through clinical and technological innovation, research and education. UPMC expands its expertise globally, bringing world-class care across continents through its UPMC International division - an owned and operated network of hospitals and ambulatory care centres in Italy, Ireland and Croatia. UPMC International brings new access to the signature specialty services of UPMC Hillman Cancer Centre, UPMC Sports Medicine and others to more people in more places around the world. In Ireland UPMC has provided high-quality healthcare in the South East since 2006. UPMC's operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in Clane, and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available at the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations in Waterford and Cork, UPMC The 4th Practice in Mallow, and across UPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, and Mayo. UPMC has also established a nationwide Concussion Network. UPMC's Global Technology Operation Centre is based in Kilkenny.