Administrator - Public Works

Charter Medical Private Hospital (CMPH) is a 77-bed surgical hospital located on the outskirts of Mullingar with four operating theatres and an endoscopy unit. We provide a wide range of surgical care across multiple specialties and offer 24/7 Stepdown, Minor Injuries, and Rapid Access services in collaboration with the HSE.

Job Purpose
All administration positions in Charter Medical Private Hospital are patient and team focused. The primary responsibility of this position is to facilitate the booking and management of public patients for procedures referred through initiatives with public hospitals.
The Administrator provides an efficient and effective administrative service across the hospital, supporting patient care, clinical teams, and operational functions. This role requires a high standard of customer service, accurate data entry, coordination of administrative processes, and effective liaison with both internal and external stakeholders. All duties are carried out in accordance with hospital policies, procedures, and relevant regulations, with an emphasis on confidentiality, accuracy, and professional service delivery.

Key Responsibilities 
The Administrator will provide a range of comprehensive administration and clerical support duties within the Public Works Office, MIU and administrative departments where necessary.

Duties will include, but are not limited to:

• Monitoring and checking work/information while organising time and resources efficiently.
• Retrieving and sorting of booking referrals.
• Discharging patients on PAMs/System and sending discharge summaries to GPs and referring hospitals.
• Organising and filing of patient charts for discharge.
• Assisting, booking, and running outpatient clinics when required.
• Assisting, booking, and running MIU Department when required
• Running reports, following KPI’s.
• Scheduling patients on the internal hospital system and sending appointment confirmation letters.
• Coordinating and liaising with Consultants, Theatre Bookings, Staff, and Managers.
• Liaising with hospital departments and external clients, including patients, secretaries,
• Consultants, General Practitioners, HSE Liaison Officers, and the NTPF.
• Supporting colleagues and working closely within the multi-disciplinary team to achieve and maintain the objectives of the Clerical areas.
• Adhering to and working within Charter Medical Private Hospital policies, procedures, protocols, and guidelines.
• Undertaking any other duties delegated by the Patient Services Manager.

Essential Criteria
Knowledge/Experience
- Successful completion of Leaving Certificate (or equivalent).
- Recognised computer course/certification with proven proficiency in typing and computer use.
- Minimum of 2 years’ experience in a similar administrative role (healthcare setting desirable).
- Proficient in MS Office, particularly Word and Excel, and comfortable learning new data systems.
- Effective time management skills with the ability to manage multiple concurrent deadlines with exceptional attention to detail.
- Ability to quickly adapt, learn new skills, data systems, and procedures.
- Strong communication and interpersonal skills with excellent telephone and customer service skills.
- Demonstrated customer service skills and a professional telephone manner.
- Ability to work flexibly, including evenings and weekends if required.
- Commitment to confidentiality and discretion.
- Available weekends.

Skills/ Competencies
Technical & Professional
Expertise Understands and applies relevant administrative systems, procedures, and regulations; adapts quickly to new technologies and processes.

Communication & Interpersonal Skills 
Communicates clearly, both verbally and in writing; able to interact effectively with a diverse range of people, including patients, colleagues, and external stakeholders.

Customer Focus 
Consistently delivers a high standard of service; anticipates and responds promptly to customer needs.

Teamwork 
Works cooperatively with colleagues across departments; willingly provides support and shares knowledge.

Attention to Detail 
Demonstrates accuracy and thoroughness in all tasks, maintaining data integrity and following procedures precisely.

Organisation & Time Management 
Plans and prioritises work effectively; manages competing demands to meet deadlines.

Adaptability & Problem Solving 
Responds positively to change; able to troubleshoot issues and identify practical solutions.

Confidentiality & Discretion 
Handles sensitive information appropriately and in line with data protection regulations.

What we offer 
Competitive salary in line with HSE qualifications & experience
Job Types: Full-time, Permanent
Free staff car parking
PRSA contribution
Training & Development Opportunities
Other paid leave
Sick pay

At Charter Medical Private Hospital, diversity and inclusion are at the heart of our values. We welcome applications from individuals of all backgrounds and ensure equal opportunity in hiring and advancement.

Apply for the above role by sending your CV to recruitment@cmph.ie including the job title in the subject.