Quality & Legal Administrator

Hollybank Trustees Ltd; Dublin; On-site; EUR 40,000 - 55,000; Full time

Job summary

A healthcare facility is seeking a Quality & Legal Administrator in Dublin. This role supports quality improvement, patient safety, and compliance with healthcare standards. Responsibilities include maintaining records, supporting audits, and liaising with legal teams. The ideal candidate has strong organisational and communication skills, alongside experience in the health sector. This position is fixed-term and full-time, offering a collaborative environment aimed at promoting high-quality patient care.

Qualifications

• Demonstrable experience in administration and information management.
• Strong report writing skills essential.
• Ability to manage workload and prioritise effectively.

Responsibilities

• Assist on quality improvement and patient safety initiatives.
• Support in monitoring, tracking, and reporting on quality programmes.
• Provide administrative support to the Head of Quality.

Skills

Excellent communication skills

Organisational skills

Analytical skills

Team working skills

Quality focus

Education

Operational familiarity with the health sector

Experience with Joint Commission International and HIQA standards

Tools

Data aggregation software (Datix)

Job description

Location: On site / Lucan, Co. Dublin, Ireland
job type: Fixed Term / Full-time
Sector and subsector: Business Support | Administration
Salary: Negotiable Salary

Job Title: Quality & Legal Administrator

Department: Quality

Job Type: Specified Purpose

Hours: 39

Job Purpose

The role is responsible for assisting on the promotion and continuity of quality improvement and patient safety. As a key member of the quality team, the Quality Administrator will support the Quality team in monitoring, tracking and reporting on progress in relation to the quality improvement programme and all matters relating to this programme, and also the promotion of patient safety and compliance with JCI and HIQA Accreditation Standards.

Key Responsibilities

Operations

• Gather, verify and maintain individual consultant practice, education, clinical governance reports and files to ensure up to date information is readily available to complete the required credentialing applications
• Routinely support the auditing of medical files and electronic patient records
• Ensure that each and every member of the Medical Society is fully compliant with all elements of achieving and retaining practice privileges i.e. Medical Council registration, adequate Medical Malpractice Indemnification, BLS, CPD, etc. & annual reviews.
• Capture and analyse data from internal and external sources.
• Use statistical tools such as run charts, control charts, histograms to analyse data.
• Present data analysis at relevant internal forums.
• Knowledge of data aggregation software such as Datix.
• Participate in various hospital audits as required by the Quality Manager.
• Maintain document control through the use of Datix, PolicyStat, Meditech.
• Demonstrate effective communication skills, dealing with various departments, services and meetings.
• Work on a range of quality projects to agreed timeframes.
• Provide administrative and project support to the Head of Quality/Quality Manager.
• Organise meeting schedule, draft agendas, minute meetings and follow up as appropriate.
• Promote a patient centred culture of openness and responsiveness to positive and constructive patient feedback and ensuring patient dignity, respect and choice is maintained in their care.

Learning and Education

• Take personal responsibility for own professional development and keep up to date with evidence based practice and research.
• Attend and participate in development programmes on an ongoing basis and sharing knowledge with other members of the team.
• Attend all mandatory training days and ensure that all mandatory training is in date and track the mandatory training for the Quality team.
• Comply with all HR system and policy requirements.

Quality Improvement and Risk Management

• Ensure that there is compliance with all relevant Hermitage Clinic guidelines, policies, procedures and relevant legislation and regulatory requirements. This includes responsibility for dealing with regulatory or professional bodies and inspections.
• Encourage continuous review and evaluation of policies, guidelines and existing practices through regular audit programmes and review engaging with the multi-disciplinary team where required.
• Promote a culture of continuous quality improvement across the department involving the team in continuous improvement initiatives and encouraging innovation.
• Set and monitor core objectives, standards and key performance indicators for the service and monitor performance against these standards through internal and (where applicable) external audit.
• Assist in the requirements of the hospital’s accreditation process.
• Participate fully in the requirement of the hospital’s risk management programme.
• Promote the delivery of a high standard of care to all patients. Encourage evidence-based practice and assist in the dissemination and implementation of research findings.
• Work with members of the Multidisciplinary team in devising Standard Operating Procedures for the development of the Unit.
• Develop a culture of safety, promoting positive reporting of incidents and near misses; assist in the investigation and take remedial action on incidents or near misses involving patients and staff according to hospital policies, protocols and guidelines.

Legal Administration

• Assist the Head of Quality with medical negligence claims and insurance cases.
• Gather and organise evidence (medical records, incident reports).
• Liaise with external legal teams, insurers and Coroner’s office.
• Track deadlines and maintain case files.

Knowledge / Experience

• Operational familiarity with the health sector in Ireland/internationally.
• Knowledge of or experience of the deployment and compliance to Joint Commission International and HIQA standards.
• Excellent Organisational skills.
• Significant demonstrable experience of information management, analytical, administration and organisational skills.
• Strong report writing skills.
• Excellent communication and presentation skills.
• Excellent team-working skills and interpersonal skills.
• Ability to manage workload and prioritise effectively.
• Quality focus.

Desirable Skills

• Experience in healthcare quality improvement programmes.

Job descriptions are a reflection of the present service requirements and may be subject to review and amendments to meet the changing needs of the service. Please note that we reserve the right to close this vacancy early if sufficient applications are received.

The Hermitage Clinic is an Equal Opportunities employer, and we are committed to creating an environment that promotes equality and dignity at work.

The Hermitage Clinic is committed to providing reasonable accommodation when needed. Please advise if you have particular requirements, so that we can look into arranging reasonable adjustments to the recruitment process. You can contact us at [e-mail].

It is essential that you have valid work permission for the Republic of Ireland to take up employment for this position, or in the case of critical skills, you must be eligible for a work permit.