Job Title: Endocrine Service Administrator
Department: Endocrinology Department
Reports to: Assistant Director of Nursing - Endocrinology Services
Date: 2026
Overall Purpose of Job
The Endocrine Service Administrator plays a key role in ensuring the smooth and efficient administrative operation of the full Endocrine Service. The post holder is responsible for coordinating scheduling for Endocrine Dynamic Testing's, Outpatient clinics for Diabetic ANP, Diabetic CNS and Endocrine CNS. Supporting all Consultants and Clinical Fellows under the Endocrine Service and working alongside secretaries in maintaining patient records, and ensuring excellent communication and service delivery to patients and the multidisciplinary team. This role requires strong organisational skills, attention to detail, and the ability to function effectively in a fast-paced, multidisciplinary environment.
Key Responsibilities and Deliverables
Scheduling Coordination & Structure Development
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Design, implement, and maintain a robust scheduling structure for all Endocrine services ensuring optimal utilisation of resources.
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Develop a structured, template-based scheduling grid that utilises space available to manage Consultant Clinics, Patient education sessions and Nurse led clinics.
- Regularly review and update the schedule based on service demands, cancellations, and recovery capacity.
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Work closely with private secretaries and support each consultant in Endocrine Services to ensure their needs are met.
- Coordinate with radiology, consultant secretaries, booking coordinators, and nursing staff to align scheduling logistics across departments.
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Monitor real-time patient flow and adjust schedules proactively to avoid delays, optimise throughput, and reduce waiting times.
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Use hospital information systems and scheduling platforms to input, track, and update bookings and patient lists.
Produce daily, weekly, and monthly dashboards or reports detailing:
Volume of appointments completed
Cancellations and no-shows
Trends in timing and resource use
Deviations from scheduled workflow
Support service improvement initiatives through analysis of efficiency and workflow bottlenecks.
Contribute to the development of standard operating procedures (SOPs) and policies specific to the Endocrine Service.
Ensure all patients are appropriately booked, and informed of their appointment with timely communication of any changes in conjunction with secretaries.
Provide comprehensive administrative support to the Endocrine Service.
Prepare daily, weekly, and monthly reports on appointment volumes, cancellations, and service metrics.
Maintain real-time records of all completed appointments for reporting and auditing purposes.
Ensure up-to-date filing and secure handling of patient charts, test results, and documentation.
Ensure documentation is accessible and well maintained in conjunction with patient services.
Full responsibility of tracking and coordinating outpatient appointments, diagnostics, and follow-ups.
Serve as a point of contact for all members of the service regarding scheduling, instructions, and unit navigation.
Provide timely, professional communication to patients regarding upcoming appointments and expectations in conjunction with patient services and secretaries.
Facilitate clear information flow between all team members and patients.
Handle enquiries in-person, over the phone, and via email with empathy and efficiency.
Work closely with consultants, nurses, patient services teams to coordinate care delivery.
Maintain effective, proactive communication with community health teams as needed.
Process correspondence, including post collection and delivery especially Dear Doctor Endocrine referrals.
Assist with general office duties, including managing stationery and non-stock supplies as required.
Use hospital IT systems (e.g.Meditech, Power Bi, MS Excel, Word) for patient management and administrative duties.
Support the development and updating of electronic systems for scheduling and tracking.
Generate and maintain data reports for internal and management use.
Person Specification
Qualifications
Leaving Certificate or equivalent.
Healthcare administration, business qualification desirable.
Experience using IT systems, including MS Excel & Word.
Experience Desired
Previous secretarial experience.
Previous Health Care Experience.
Job Specific Competencies and Knowledge
Excellent communication and interpersonal skills, especially in a patient-facing context.
Strong organisational and time-management skills, with ability to work under pressure.
High attention to detail and accuracy in documentation.
Ability to handle confidential patient information with discretion.
Capacity to work both independently and as part of a dynamic healthcare team.
Personal Competencies
Demonstrates flexibility and adaptability to meet the evolving needs of the Service.
Maintains professionalism and integrity in all interactions.
Strong commitment to patient care and hospital values: quality, respect, caring, and compassion.
Willingness to engage in personal and professional development.
This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing. As the Hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the Hospital.
