Executive Assistant to Director of Nursing and Transformation and Chief Operations Officer Jobs

Blackrock Health Hermitage Clinic

Location:
Ireland, Lucan, Co. Dublin

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

The role is responsible for providing secretarial and administrative support to the Director of Nursing and Transformation & COO in line with the requirements of the role. The objective of the role is to maintain the highest level of efficiency and confidentiality within the Department while always promoting the values of the hospital. To provide excellent IT skills to relation to recording, tracking and filing confidential documentation. As a key member of the frontline team, the EA will demonstrate a professional and engaging style and facilitate effective communication with colleagues in the hospital. The position requires a collaborative and supportive approach to the development of services and structures, embracing continuous quality improvement and the implementation of changes necessary to achieve organisational objectives.

Job Responsibility:

Thoroughly comprehend all aspects of EA role in diary management, typing confidential reports and arranging documentation prior and post various committee meetings
Ensure all correspondences are transcribed and proofread in an accurate and timely manner
Provide support in the co-ordination of the work of the office functions and the committees for which the Director of Nursing & Transformation (DON) is responsible
Take and prepare minutes as required at meetings ie Monthly Clinical Nurse Managers meeting and Nursing Executive and others as required
Undertake typing, word processing of correspondence, documents, forms agendas and reports
Maintain robust correspondence systems ensuring chronological filing and timely follow-up on outstanding responses
Prioritise, filter or redirect written, electronic and verbal communication to be dealt with personally or brought to the attention of the DON
Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner
Deal with confidential sensitive/contentious information with colleagues and service users
Organise and plan events as necessary and provide supporting information material as required
Keep the DON fully appraised and aware of all daily events requiring attention or awareness
Organise travel and coordinate itineraries on behalf of the DON
Multi-task and prioritise work throughout the day, responding to requests as necessary ad adjusting work schedules accordingly
Take ownership of workload and meet deadlines without close supervision
Ensure all compliments and complaints are dealt with in a timely manner, ensuring Director of Nursing & Transformation is aware of all compliments and complaints received
Liaise with EA to Chief Executive on a regular basis
Develop and maintain a comprehensive record / filing system
Continually develop effective interpersonal and communication processes to ensure the delivery of an effective service
Liaise with internal departments and external agencies as appropriate
Process general enquiries and ad-hoc requests for information as appropriate
Ensure all targets are met within the nursing administration department
Provision of clerical administration support to Senior Nurse Managers
Collect, compile data and statistics and produce regular and ad-hoc reports as required ie Patient Satisfaction Survey data
Participate in continuing education and development activities consistent with the position
Provide Human Resource administration for the nursing division in co-operation with the HR division, to ensure compliance with current legislation and best practice ie annual NMBI (Nursing and Midwifery Board of Ireland) registration record for all nurses in the Hermitage Clinic – full time, part time and bank pool
Work closely with EA to CEO and cross cover where required
Demonstrate a clear understanding of the role of the DON & COO’s office and to participate in the overall delivery of their function within the hospital
Facilitate effective communications with other members of the office
Effectively handle queries directed to the DON’s office – assessing, recording and passing on queries, ensuring that such enquiries are dealt with in a timely manner and responses recorded
Ensure compliance with all relevant Hermitage l Clinic guidelines, policies, procedures and relevant legislation and regulatory requirements
Participate in the continuous review and evaluation of policies, guidelines and existing practices through regular audit programmes and review engaging with the multi-disciplinary team where required
Assist in projects and programmes of improvement
Assist in promoting a culture of continuous quality improvement across the hospital in conjunction with DON & COO EA
Participate in the requirements of the hospitals accreditation process
Participate in the requirements of the hospital’s risk management programme
Assist in ensuring a culture of safety, promoting positive reporting of incidents and near misses
investigate and take remedial action on incidents or near misses involving patients and staff according to hospital policies, protocols and guidelines

Requirements:

At least two years’ experience in a similar role
High level of administrative competency with a good knowledge of the hospitals and its structure
Excellent IT skills – Microsoft 365 and Microsoft Office Suite, e.g. Word, Excel, Access, Outlook, PowerPoint, etc.
Possess strong knowledge, awareness and expertise of administration including workflow processes.
Proficient in preparing Visual presentations
Proficient in Data Extraction for analysis and power point presentations
Relationship management
Written /numerical/analytical skills
Accuracy/attention to detail
IT Skills
Problem solving/solutions focused
Planning and organising skills
Flexibility/adaptability
Proactive/Can do attitude
High tolerance for dealing with ambiguity
Communication and interpersonal skills
Team player

What we offer:

Competitive salary
Onsite parking
Pension
Discounted café
Employee Assistance Programme
Discounted onsite pharmacy

Additional Information:

Job Posted:
December 06, 2025

Employment Type:

Fulltime

Work Type:

On-site work

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Executive Assistant to Director of Nursing and Transformation and Chief Operations Officer