Beacon for Kids Supervisor

at Beacon Hospital (view profile)
Location Dublin, Ireland
Date Posted January 11, 2019
Category Healthcare Administration
Job Type Permanent


The purpose of the role is to supervise the administration Beacon for Kids which includes the preparation and running of clinics.

Beacon for Kids is a rapidly growing service. It is the remit of the Supervisor to plan for this growth and ensure that the staff and processes are in place to ensure a smooth, efficient and effective administrative service.

Key Responsibilities

The key deliverables of this role are to ensure that the processes and staff are in place to ensure the following:

·       Registration of Patients with minimal delays

·       Patient flow is maintained according the needs of stakeholders so that patients are not delayed for procedures or appointments

·       Payment collection from patients

·       Provision of professional customer service

·       Point of contact for the team of consultants, will need to tightly manage their expectations

·       Ensure patients are directed appropriately and attended to especially at busy times

·       Liaise with relevant managers and scheduling team to understand what clinics are running when and determine staffing requirements based on patient numbers and timings

·       Ensure all clinics are staffed appropriately at the correct time with trained staff

·       Monitor activity to ensure that patient flow is maintained and staff efficiency is optimized

·       Play a lead role in the implementation of changes as a result of the Patient Experience Project

·       Ensure staff are engaged and participate in the Patient Services programme to enhance the service and take action where this is not the case

·       Participate in all audits to enhance the collection of outstanding payments

·       Be aware of all payment methods available to Beacon and be knowledgeable in payment collection processes

·       Create an environment that encourages teamwork, positive attitude and high morale

·       Participate in other duties that may be assigned

·       Hire and train new staff when necessary

·       Ensure the most effective and efficient use information technology for patient administration

Service quality

1.     Understand the importance of quality in relation to every day work and participate in quality system measures to ensure that services are rendered at agreed quality standards

2.     Understand the importance of providing an excellent Customer Service to all patients, consultants and colleagues to uphold the mission, vision and values of the Hospital, ensuring JCI standards are being followed

3.     Participate in performance productivity measures

Person Specification



Educated to degree level is preferable

FETAC Level 5 Course in Medical Administration is desirable

Computer literate and have a good knowledge of Meditech

Experience using IT systems, including MS Excel & Word.


At least 3 years of administrative experience preferably in a front-line role in a pressurised environment

Minimum of 1 year experience in Beacon Hospital

Supervisory experience desirable

Job Specific Competencies and Knowledge

Understand patient flow and what contributes to optimal patient flow

Have a good knowledge of Hospital administration from scheduling, bookings, charting, running clinics and post clinic follow up

Knowledgeable in the patient safety aspect of registration

Ensure efficient running of clinics

Have the ability to deal with local complaints

Staff management of rosters and Annual leave requests

Potential to manage staff

Personal Competencies

Customer Service

  • Exhibits high level of patient relation skills especially when dealing with Paediatric patients and their families
  • Deals effectively with patients who are anxious or nervous
  • Puts the patient at the centre of their work
  • Communicates effectively both verbally and in writing

Personal Effectiveness

  • Have a positive and pleasant disposition
  • Complies with policies and procedures with keen attention to detail
  • Assumes responsibility for one’s work
  • Works well under pressure
  • Motivated to care about patients

Leadership Skills

  • Can inspire trust and confidence of team members
  • Motivates others to achieve
  • Can make tough decisions and take action accordingly

Team working Skills

  • Lead the team effectively in the performance of their duties
  • Sees the impact of one’s actions on the wider team

Problem Solving and Continuous Improvement

  • Can think on their feet when faced with patient queries
  • Is always looking for ways to improve the patient experience
  • Is always looking for new ways of working and optimising processes

Quality and Patient Safety

  • Complies with all patient safety requirements to include patient identification, data protection, accurate recording of information and maintaining a safe and healthy work environment

Flexibility and adaptability

  • All posts in Beacon Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required.
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