About the job
Dublin Dental University Hospital seeks a Permanent Full-Time Division II Administrator (Grade IV) to join the Department of Restorative Dentistry and Periodontology. This position is based in Dublin and involves a 35-hour work week.
The hospital is Ireland’s leading dental teaching facility, supporting undergraduate and postgraduate dental students, dental nurses, technicians, and hygienists. The Grade IV Administrator will work closely with a team to maintain a high standard of service for patients, students, and staff.
Reporting Structure
This role reports to the Grade V Administrative Manager, the Head of Division, or another designated officer as assigned by the CEO.
What You Will Do
- Provide administrative support to the Divisional Administrator and clinical staff, ensuring smooth coordination of exams, timetables, staff administration, clinical schedules, and daily divisional operations.
- Manage patient registrations in the hospital’s internal system (Salud), including scheduling appointments and scanning documentation.
- Assist with supervising and training administrative staff within the department.
- Coordinate logistics for written exams, practical exams, and OSCEs: arrange room bookings, oversee invigilation, and prepare materials.
- Format exam papers and facilitate communication with internal and external examiners and invigilators.
- Collect exam questions, distribute scripts for grading, and compile results.
- Help prepare and update staff postings, rosters, and clinic schedules for full-time, part-time, and postgraduate staff.
- Communicate schedule changes and organize supervisory coverage for clinics.
- Support onboarding processes, including HR forms, IT setup, access, badges, and lockers.
- Assist with organizing implant surgery logistics, such as creating flow charts, processing payments, and scheduling procedures.
- Maintain staff contact lists and update leave and absence records in HR systems.
- Support payroll documentation and process reimbursement claims.
- Arrange room bookings and catering for meetings and educational events.
What We’re Looking For
The ideal candidate will be comfortable handling multiple tasks in a busy setting, show adaptability, and retain information to support clinicians, patients, and students effectively.
