Administration Assistant – Bookings and Admissions

Hollybank Trustees Ltd; Lucan; On-site; EUR 24,000 - 36,000; Part time

Benefits offered by this job

Pension Scheme

Employee Assistance Programme

Job summary

Blackrock Health Hermitage Clinic is seeking an Administration Assistant – Bookings and Admissions to support efficient scheduling, registration, and admission of patients across inpatient and outpatient services. The role requires exceptional organisation, time management, and professionalism in a fast-paced environment.

Reporting to the Administration Manager, you will coordinate between patients, consultants, and departments, maintain accurate records, and assist with billing and insurance

Qualifications

• Experience in fast-paced environments requiring strong administrative and organisational capabilities.
• Proven ability to manage multiple tasks and priorities with excellent time management.
• Strong decision-making skills and problem-solving abilities.
• Experience in patient scheduling, registration, billing, and insurance verification.
• Familiarity with hospital information systems (e.g., Meditech) is highly desirable.

Responsibilities

• Manage all patient booking requests for admissions, day cases, and outpatient procedures.
• Coordinate bookings to optimise hospital capacity and patient satisfaction.
• Liaise with consultants, nursing, and theatre teams to confirm appointment dates and bed availability.
• Register patients on the Patient Information System and ensure demographic and billing data is complete.
• Process payments and issue receipts, maintaining accurate billing entries.
• Verify registration details for accuracy and compliance with hospital policies.

Skills

Administrative skills

Time management

Communication

Multitasking

Decision making

Tools

Meditech

Job description

Administration Assistant – Bookings and Admissions

Blackrock Health Hermitage Clinic

Location: On site / Lucan, Co. Dublin, Ireland
job type: Fixed term / Part-time
Sector and subsector: Medical & Healthcare | Administration
Salary: Negotiable salary

Job Title: Administration Assistant

Department: Administration

Job Type: Permanent, Part-time (24 Hours per week)

Job Purpose

The Administrator – Bookings and Admissions plays a key role in ensuring the efficient scheduling, registration, and admission of patients across inpatient and outpatient services. This is a fast-paced, front-line role requiring exceptional organisational, time management, and decision-making skills. The successful candidate will manage multiple priorities simultaneously while maintaining a calm, professional, and patient-focused approach. They will ensure smooth coordination between patients, consultants, and internal departments while maintaining accurate records and supporting billing and insurance processes.

Reporting to: Administration Manager

About Blackrock Health Hermitage Clinic

Blackrock Health Hermitage Clinic is a private hospital providing a comprehensive range of acute medical and surgical services. We pride ourselves on clinical excellence and patient-focused care, supported by the expertise and dedication of our multidisciplinary teams.

Key Responsibilities

• Manage all patient booking requests for admissions, day cases, and outpatient procedures in a timely and professional manner.
• Prioritise and coordinate bookings to ensure optimal use of hospital capacity while maintaining patient satisfaction.
• Liaise with consultants, nursing, and theatre teams to confirm appointment dates and bed availability.
• Coordinate booking confirmations, admission packs, and pre-assessment requirements.
• Ensure all relevant clinical and administrative information is communicated to the appropriate teams.
• Maintain accurate scheduling records and proactively manage any booking changes or cancellations.
• Accurately register all patients on the Patient Information System (Meditech), ensuring demographic, insurance, and clinical details are complete and current.
• Ensure all admission documentation is correctly completed, including consent and financial agreement forms.
• Collect and process payments at the point of booking or registration, issue receipts, and ensure accurate billing entry.
• Regularly verify registration details for accuracy and compliance with hospital and billing protocols.

Insurance Verification

• Verify patients’ insurance cover prior to admission or at registration, including policy type, level of cover, and authorisation requirements.
• Work with major health insurance providers, including:
  • Irish Life Health
  • HSF Health Plan
  • GloHealth (now part of Irish Life Health)
• Confirm pre-authorisations where required (e.g., inpatient stays, procedures, diagnostics).
• Record all insurance details accurately and communicate any restrictions, exclusions, or co-payments to patients.
• Liaise closely with the Insurance & Billing Department to ensure alignment with hospital revenue processes.
• Process billing in accordance with hospital procedures, ensuring all patient charges are accurate and complete.
• Support finance and billing teams with revenue capture, reconciliation, and documentation accuracy.
• Maintain high standards of data integrity to support revenue assurance.

Customer Service & Professionalism

• Provide an efficient, courteous, and professional service to patients, families, and colleagues.
• Remain composed and solution-focused in a busy, fast-changing environment.
• Ensure confidentiality and privacy in all patient interactions.
• Respond promptly to queries and escal ...
• Represent the Admissions Department with professionalism and empathy at all times.

Required Qualifications & Experience

• Experience working in a fast-paced industry, with strong administrative and organisational capabilities.
• Proven ability to manage multiple tasks and priorities effectively, demonstrating excellent time management and organisational skills.
• Strong decision-making skills, with the ability to assess situations quickly and act confidently using sound judgment.
• Experience in patient scheduling, registration, billing, and insurance verification is essential.
• Familiarity with hospital information systems (e.g., Meditech) is highly desirable.
• Strong attention to detail and numerical accuracy.
• Excellent interpersonal and communication abilities.
• Ability to work effectively as part of a multidisciplinary team across multiple service areas.

Why Work at Blackrock Health Hermitage Clinic

• Opportunities for Career Development & Progression
• Access to a Pension Scheme
• Employee Assistance Programme

Blackrock Health Hermitage Clinic is an Equal Opportunities Employer and values diversity and inclusion across our organisation. If you require any accommodations during the recruitment process, please contact: [e-mail]