NTPF Administrator, 9 Month FTC - UPMC Cleaboy Office
Location: Cleaboy Business Office -Unit 4
Job type: Fixed Term
Overview of role:
The NTPF Administrator coordinates end to end administration support for Public Referrals. They work in conjunction with Medical Secretary Team to ensure patients waiting for outpatient consultations, inpatient day case procedures, or surgeries receive timely, high-quality care. This role is central to supporting safe, punctual, and seamless patient experiences throughout the hospital.
Primary Duties and Responsibilities:
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Logging receipt of NTPF referrals, ensuring all external hospital referrals match order numbers issued by the NTPF to specific hospital.
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Scanning all referrals to database and creating MRN in IT system
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Communicate with patients where necessary.
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Create and verify weekly reports to NTPF.
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Follow up with public hospitals on any referrals that have been omitted and or any extra patient information that may be required.
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Monitor all referrals sent out to consultants to ensure all patients have a procedure date within the allotted timeframes.
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Collate post procedure correspondence, scan match it with invoices and return to referring hospital.
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Liaise with the NTPF and Public hospitals to give updates, additional information as required
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To efficiently manage the distribution and filing of patient’s charts in the hospital on a daily basis through the hospital patient management system and by continuous liaison with the ward, pre-assessment nurses, scheduling team, accounts, and consultant’s secretaries to ensure efficient chart management and distribution.
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Liaise with consultant secretaries, referring hospitals and other external agencies.
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To coordinate and issue medical discharge letters.
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Scheduling outpatient clinics and theatre appointments within the hospital.
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Process outliers in line with NTPF and hospital guidelines
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To liaise with and maintain an excellent working relationship with other members of the hospital multi-disciplinary team ensuring a high level of patient service is maintained.
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Work as part of a team by supporting each other, sharing workload and covering each other during periods of absence.
- To perform such other duties appropriate to the post as may be assigned from time to time by the manager or nominee.
Qualifications & Experience:
Essential Qualifications/Experience:
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Be able to work to strict deadlines.
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Strong background in MS Office (Excel, PowerPoint etc.)
- A flexible approach to work is required to undertake the duties and responsibilities of this role, participating in cross-departmental, and cross organisational groups and teams.
- Fluent in English, both written and spoken.
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Eligible to live and work in the EU.
Essential competencies/skills:
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Strong interpersonal skills with the ability to build and maintain positive working relationships with a wide variety of internal and external teams.
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Ability to adapt and learn new operational systems / software.
- Excellent verbal and written communications skills
- Excellent decision-making skills and the proven ability to take ownership of activities.
- Excellent numerical and organizational skills, with a high degree of accuracy and attention to detail
- Strong analytical skills with the ability to fully comprehend the impact of decisions taken on both the operation and the wider business.
- Excellent planning, co-ordination, monitoring, and evaluation skills
- Demonstrated ability to prioritise and work under pressure and to strict deadlines.
- Ability to use own initiative and contribute effectively as part of a team.
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Results-focused and solution-driven with proven problem-solving skills
Desirable Criteria:
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Have excellent administrative and organisational skills.
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Have excellent interpersonal skills and the ability to communicate effectively with management, consultant staff, staff, patients, public and outside agencies.
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The ability to work in a fast-paced customer-based environment.
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An understanding of commitment to patient confidentiality.
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Ability to work effectively within a multidisciplinary team.
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Ability to work as part of team and own initiative.
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Time management skills.
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Strong IT Skills.
Salary: €34,340.00 - €49,971.77 per annum based on a 39 hour week
This job description is intended to be an outline of the areas of responsibility. As UPMC and the post holder develop, this job description may be subject to review in light of the changing needs of the business.
Equal Opportunity Statement and Benefits
UPMC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
At UPMC we provide a total rewards program that is not only market competitive, but fair and provides growth opportunities for all our colleagues.
Benefits – Fully paid maternity and paternity leave for new parents. Competitive Pension Plan, company funded Death in Service Benefit x 3 times. Critical Illness cover for all employees up to the age of 66.
Performance and Recognition – Rewards for performance that supports the goals and mission of UPMC through our annual ACES programme.
Work-Life Balance – Enhanced annual leave up to a maximum of 27 days. Flexible working opportunities to support you to work around external family commitments.
Development and Career Opportunities – Opportunities for each employee to reach their career goals through continued learning and/or advancement.
About UPMC
UPMC is a renowned multinational academic medical centre committed to delivering people-focused care that’s close to home. Headquartered in Pittsburgh and affiliated with the University of Pittsburgh Schools of the Health Sciences, UPMC shapes the future of health through clinical and technological innovation, research and education. UPMC expands its expertise globally, bringing world-class care across continents through its UPMC International division — an owned and operated network of hospitals and ambulatory care centres in Italy, Ireland and Croatia. UPMC International brings new access to the signature specialty services of UPMC Hillman Cancer Centre, UPMC Sports Medicine and others to more people in more places around the world.
In Ireland UPMC has provided high-quality healthcare in the South East since 2006. UPMC’s operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in Clane, and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available at the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations in Waterford and Cork, UPMC The 4th Practice in Mallow, and across UPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, and Mayo. UPMC has also established a nationwide Concussion Network. UPMC's Global Technology Operation Centre is based in Kilkenny.
