Division II Administrator Grade IV

Permanent & Full-Time

The Dublin Dental University Hospital is the major dental teaching hospital in Ireland, undertaking the training of postgraduate and undergraduate dental students, student dental nurses, dental technicians and dental hygienists. We are currently is seeking to recruit an Administrator Grade IV, Full-Time and Permanent Contract position, based on a 35 hours per week to join our Department of Restorative Dentistry and Periodontology.

The overall purpose of the Administrator role is to support and work as a member of a busy team to deliver an excellent level of service to all patients, students and staff within the Hospital.

This is a fast paced, multi-tasked driven environment and the successful candidate must be able to adapt quickly and retain information to ensure our clinicians /patients and students receive the highest level of service.

The position reports to and is accountable to the Grade V Administrative Manager and/or the Head of Division or by any other authorised designated officer that the responsibility is delegated to by the CEO.

Outline of Duties and Responsibilities

To provide high quality administrative support to the Divisional Administrator and department clinicians, ensuring efficient coordination of examinations, timetabling, staff administration, clinical scheduling, and general divisional operations.

Main tasks include but is not limited to:

Registering all patients on the Hospital in house system Salud, including making appointments, scanning documentation, etc.
Assist with the supervision and training of administrative staff in the department.
Support the Divisional Administrator with day‑to‑day operational tasks.
Assist with organising written exams, practical exams, and OSCEs (room bookings, invigilation, materials preparation).
Assist with the formatting of exam papers and supporting communication with internal and external examiners as well as invigilation.
Collate exam questions, distribute scripts for marking, and compile results spreadsheets.
Support the preparation and updating of postings, rosters, and clinic schedules for full‑time, part‑time, and postgraduate staff.
Communicate timetable changes and organise supervisory cover for clinics.
Assist with onboarding processes (HR forms, IT setup, access, badges, lockers).
Assist in the delivery of implant surgeries by organising flow charts/payments/scheduling etc.
Maintain staff contact lists and update leave/absence records on HR systems.
Support payroll documentation and reimbursement claims.
Arrange room bookings and catering for meetings and teaching activities.
Prepare agendas, take minutes, and circulate documentation.
Assist with raising purchase orders, and managing supplies for courses (e.g., pigs head course).
Prepare roll‑call lists for Clinical Skills Lab and other teaching sessions.
Ensure compliance with hospital policies and procedures.
Maintain accurate records, filing systems, and shared documentation.
Manage email and telephone queries from staff, students, and external contacts.
Process referral letters, scan documentation to patient charts, and assist with appointment scheduling.
Provide administrative cover for urgent clinical correspondence when required.
Assist with ad hoc projects and ensure compliance with hospital policies.

The extent and speed of change in the delivery of services is such that adaptability is essential to this level of appointment. The person chosen will be required to maintain, enhance and develop their knowledge, skills and aptitudes necessary to respond to changing situations. Therefore, this job description is an outline of the current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. It will be reviewed and updated in line with future needs.

Qualifications, Experience and Person Specification

Each candidate must have:

A minimum 2 years in admin experience in a hospital setting.
Previous end user experience in a hospital setting.
Has experience using booking systems.
Strong administration skills including the ability to manage a number of tasks simultaneously whilst maintaining attention to detail and prioritizing.
Be focused and ability to work on their own initiative and be able to demonstrate a level of autonomy with competing deadlines.
Be able to work as part of a team and provide day to day direction to other staff.
The ability to problem-solve and find solutions to challenges.
Willingness to be flexible and adaptable.
Excellent interpersonal & communication skills and the ability to relate effectively with patients’ staff and students (undergraduates and post-graduate levels) and external agencies.
Proficient in Microsoft office.

It would be an advantage if the Candidate has a:

Leaving certificate or FETAC Level 5 or equivalent.

General Information

Dublin Dental University Hospital will not be liable for travelling or other expenses incurred by candidates who may be invited to attend for interview.

Closing Date for Applications is Thursday, 30th April 2026 at noon.

Interviews will be scheduled in-person on Wednesday, 6th May 2026.

Interested candidates should upload a cover letter with a copy of their Curriculum Vitae to Hirehive.

If you require a job description, please contact Simion Tita, HR Officer at simion.tita@dental.tcd.ie. For any informal inquires please contact Ms Deborah O’Gorman, Div.2 Admin Manager deborah.ogorman@dental.tcd.ie

All job offers are subject to two references, ongoing Garda Vetting and a satisfactory pre-employment medical.

Dublin Dental University Hospital is an equal opportunities employer.

Division II Administrator Grade IV – Permanent & Full-Time

Job Description