Team Leader Patient Services Grade V (Permanent & Full-Time)

Dublin Dental University Hospital

Team Leader Patient Services Grade V (Permanent & Full-Time)

The Dublin Dental University Hospital is seeking to recruit a Team Leader in Patient Services to join the team as soon as possible. This post is a permanent contract (wholetime) Monday to Friday business hours. The Team Leader, is responsible for working with the Patient Service Manager (PSM) and Patient Services Assistant Manager (PSAM) in the continuous provision and development of the patient, student and staff centred services within the Hospital. The successful candidate will also be required to provide supervisory and management support to a team of approximately 17 administrators within the Patient Services department. Thereafter, we will formulate a panel of successful candidates over the next 12 months for any vacancies that may arise.

Outline of Duties and Responsibilities

The role of the Team Leader in Patient Services includes but is not limited to:

• Working with the PSM and PSAM in the continuous development of the patient, student and staff centred services.
• Assisting in the testing and training and roll out of the patient management system and upgrades, Salud Dental.
• Maintaining awareness of the patient in relation to all aspects of Hospital Patient Services.
• Maintaining awareness of the role of Patient Services in delivering education and training to students. 
• Supporting the PSM and the PSAM by assisting them to lead and manage the Patient Services team in order to achieve the Hospital’s mission, vision, values and strategy.
• Deputise for the PSAM as required.
• Providing a high-quality clerical assistance service to both staff and students within the Patient Services Areas including all reception areas.
• Liaising closely with Clinic Managers, Dental Studies Team, Dental Staff and Supervisors and Divisional Administrators to ensure that the clinics are operated to full capacity.
• Providing supervisory support to the Patient Service Team and liaise with the PSAM where employee related issues arise.
• Preparing and delegating tasks and assignments for team members and completing quality control checks on these completed tasks.
• Ensuring the effective implementation and thorough adherence to the Hospital’s process and procedures associated within the Patient Services Department.
• Development of process / policies and procedures as required.
• Monitoring of all Patient Services staff time keeping and attendance including flexitime and overtime. Completing all necessary reports, including reporting the reasons for the amount of any additional hours worked by staff. Also, approving and managing staff annual and flexi leave and data entry of same ensuring the department is sufficiently resourced at all times.
• Provision of training to team members including the review and updating of necessary process.
• Involvement in the recruitment of Patient Services staff including their induction and training following appointment.
• Monitoring staff training and development requirements.
• Ensuring full adherence of all Hospital and departmental policies, procedures and processes.
• Ensuring the recording of all untoward incidents within the appointment’s areas and that all reporting and management are completed and followed up accordingly.
• Implementing the Hospital Clinical Postings on the Electronic Patient Hospital System, Salud.
• Managing patients within the patient management competency.
• Maximising patient payments at source of contact.
• Liaising with laboratory staff to ensure the efficient provision of laboratory services to patients.
• Manging and producing activity reports as required.
• Achieving key tasks and objectives within set deadlines.
• Identifying potential difficulties and formulate solutions.
• Respect the need for confidentiality at all times and to act with discretion as required. 

The extent and speed of change in the delivery of services is such that adaptability is essential to this appointment. The person chosen will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing situation. 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:

• Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004.

Or

• (ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish1. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.

Or

• (iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.

Or

• (iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).

Each candidate ideally should have:

• At least 1 years’ experience in an administrative capacity at Grade IV level or equivalent experience in a role in a Hospital Outpatient setting.
• Experience in a role involving supervisory responsibility in a hospital or other relevant healthcare environment.
• Experience in an Administrative role within the Healthcare services ideally in Patient Services / Medical Records setting. 
• Experience in direct responsibility for training and/or induction of new staff.
• Experience of working as part of a team.
• Excellent Communication Skills – communication and interpersonal skills to effectively communicate with a range of staff, students and patients alike both verbal and written.
• Have experience of implementation of new process(es), protocols and/or procedures within a team setting.
• Proven organisational, administrative, analytical and problem-solving skills; be able to identify potential difficulties and formulate solutions.
• Be responsible and accountable with an ability to work on own initiative, prioritise and manage a number of issues simultaneously and demonstrate attention to detail.
• A positive, flexible and adaptable “can-do” attitude.
• An ability to take directions from Senior management.
• An ability to work under pressure and to meet deadlines.
• Be fully competent in MS Office, in particular Word, Excel, Outlook, Internet and other relevant packages.

General

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 Tuesday, 11th November 2025 at noon.

Interviews will be scheduled promptly in person after the closing date.

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

For any informal enquiries please contact Ms Susanne Bushe at susanne.bushe@dental.tcd.ie. A job description is available upon request and for any HR enquiries contact Simion Tita / HR Officer at simion.tita@dental.tcd.ie / landline number 01-612 7289.

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.