Administration Assistant

Hollybank Trustees Ltd; Rathfarnham; On-site; EUR 31,000 - 37,000; Full time

Benefits offered by this job

Contributory pension

Further education supports

Employee Assistance Programme

Free onsite staff parking

Subsidized onsite restaurant

Cycle to work scheme

Job summary

Bloomfield Hospital is seeking an Administration Assistant to contribute to the smooth operation of the Medical Records and Patient Administration departments.

You will manage patient files, support admissions, and liaise with clinical teams, ensuring accurate records and confidential handling of information in a busy healthcare setting.

Qualifications

• Two years of relevant administration experience.
• Excellent ICT skills with MS Office (Excel, Word, Outlook).
• Good understanding of healthcare administration and team dynamics.
• Able to communicate effectively with management, staff, patients and visitors.

Responsibilities

• Collation and maintenance of patient files.
• Filing of patient files and documentation.
• Delivery and collection of patient files to/from clinical teams.
• Maintain tracking logs for patient file locations.
• Handle emails and prepare for new admissions.
• Support audits of medical records and quality initiatives.
• Provide administrative support to clinical teams and ensure confidentiality.

Skills

Administrative skills

ICT proficiency

Healthcare administration

Interpersonal skills

Education

Leaving Certificate or equivalent

Third level qualification

Tools

Microsoft Office

Excel

Word

Outlook

Job description

Location: On site / Dublin, Ireland
job type: Permanent / Full-time
Sector and subsector: Medical & Healthcare | Administration
AnnualFixed salary:€ 34000.00

Bloomfield Hospital is inviting applications for an Administration Assistant, an exciting opportunity to make a significant contribution in the area of mental health.

Work Location: Bloomfield Hospital, Stocking Lane, Rathfarnham Dublin 16, Ireland

Hours of work per week: 39 hours

Contract Type: Permanent

Reports to:Head of Quality, Risk, Compliance & Patient Administration

Bloomfield Hospital is a 131-bed inpatient mental health service, registered as an approved centre with the Mental Health Commission. Our ethos is rooted in honouring the dignity of every person who comes through our doors.

Bloomfield Hospital provides a spectrum of neuropsychiatric services to adults with a range of serious and enduring mental health needs such as Alzheimer’s, Parkinson’s, and Huntington’s Diseases, as well as individuals with early onset dementias, schizophrenia, and mood disorders. We are the only facility in Ireland that provides a high level of specialized care for people with Huntington’s disease.

In Bloomfield Hospital there is a focus on creating a therapeutic environment by using recovery-oriented clinical practices and therapeutic interventions, which are evidence-based, to enable and support patients to achieve their highest level of functioning and quality of life. This care is delivered through a Multidisciplinary Team including colleagues in Psychiatry, Psychology, Nursing, Pharmacy, Social Work, Occupational Therapy, Speech and Language, Dietetics, Physiotherapy, and General Practice.

We have over 200 multidisciplinary team members delivering the highest standards of care in a friendly and inclusive workplace. We value every team member and believe strongly in supporting employee wellbeing and the importance of a healthy work-life balance.

Person Specification:

• Have been educated to Leaving Certificate standard or equivalent.
• Have a minimum of two years relevant experience within a similar administration setting.
• Have excellent administrative and organisational skills
• Medical record management & maintenance
• Good knowledge of ICT to include Microsoft Office (in particular Excel & Word) & Outlook
• Have a good understanding of healthcare administration
• Have a good understanding of the dynamics of team working
• Be reliable and have demonstrated the ability to interpret complex information.
• Have excellent interpersonal skills and the ability to communicate effectively with management, multi-disciplinary staff, patients and visitors to the hospital.
• Have a good understanding of administration, workflow and processes.
• Possess an understanding of the dynamics of team working and the importance of participation in change management.
• High level of proficiency in ICT to include Word, Excel, Outlook.
• Relevant third level qualification
• Have a minimum of two years relevant experience of working under the Mental Health Act 2001.
• Knowledge of compliance with the Mental Health Commission.
• Knowledge of quality improvement.
• Knowledge of healthcare administration operations

Key Responsibilities:

• Collation and maintenance of patient files.
• Filing of patient files and documentation.
• Delivery & collection of patient files & paperwork to/from clinical teams.
• Ensure the location of patient files is always recorded on the tracking log.
• Manage emails throughout the day.
• Prepare for new admissions to the hospital.
• Liaise with clinical teams regarding new admissions.
• Ensure the accurate updating and continuous maintenance of the Hospital Patient Register.
• Organising collections / retrievals of patient files stored offsite.
• Ensuring the Hospital Medical Records/ Archive rooms are kept neat and tidy.
• Completion of document scanning as/when required.
• Identify and report discrepancies or record-keeping issues
• Support audits of medical records and assist with improvement initiatives
• Provide administrative support to clinical teams ensuring documentation is accurately maintained and archived
• Print patient labels as and when required.
• Keeping relevant offices well equipped and tidy.
• Maintain efficient general office procedures as appropriate to the post.
• Liaise with staff in other departments, the public and outside agencies in a confidential, courteous and professional manner.
• Provide cover for areas throughout Patient Administration as and when required.
• Maintain strict confidentiality at all times.
• Ensure accuracy of detail in all tasks.
• Ensure that policies, procedures and guidelines are complied with.
• Assist with archiving of files on a regular basis.
• Assist with the preparation of documents for Subject Access Requests / Freedom of Information.
• Assist with data entry into quality management IT systems.
• Support the quality, risk and compliance team with administrative support as required.
• Assist Bloomfield Hospital and its teams with the transition from paper based medical records to electronic records.
• Carry out any other duties that may be assigned from time to time.

Our benefits include:

• Contributory pension
• Further education supports
• Employee Assistance Programme
• Free onsite staff parking
• Subsidized onsite restaurant
• Cycle to work scheme

The closing date for applications is 23rd September 2026.

For further information, you can get in touch with a member of the HR Team at 01-4950021 or email [e-mail]

Due to high volume of applications, only shortlisted candidates will be contacted.