Grade V - Administrative Support Pharmacy Department

Job Title: Administrative Support - Pharmacy Department, Grade V
Reference No: 04.001 (2026)
Department / Directorate: Pharmacy Dept., COO Directorate
Reports to: Head of Pharmacy or Deputy

Tallaght University Hospital (TUH) is a model 4, voluntary, academic teaching hospital partnered with Trinity College and situated in south west Dublin. With a staff of over 4,000 people from 63 different countries, it provides both acute and tertiary care to an increasing population of circa 800,000 people and is a provider of local, regional and national specialties. It is also a National Urology Centre, the second largest provider of dialysis services in the country, Pelvic and Acetabulum National Centre and a designated Trauma Unit.

The Hospital is part of the newly established HSE Dublin & Midlands Region, which serves a population of over 1.2 million across seven counties, and operates under the governance of an independent Board of Directors who give their time on a voluntary basis. TUH is also supported by the Adelaide Health Foundation, the Meath Foundation and Tallaght University Hospital Foundation.

TUH recognises the role it plays in our community both as an employer and provider of healthcare and is committed to building a sustainable future for our region both now and into the future with a focus on patient outcomes.

The Hospital is ambitious, recognising that healthcare delivery is undergoing seismic change and will be different now and into the future, largely due to digital and technological advances along with research continuing to discover and test new treatment options. TUH wants to be a leader in determining that future. It is a “Hospital without Walls” always looking to optimise care both within and beyond in line with the Sláintecare vision of providing the right care, in the right place, at the right time whilst empowering our patients and staff.
TUH Vision and Values
The vision of the Hospital is “People Caring for People to Live Better Lives” through excellent health outcomes supported by evidenced based practice, positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.
Our TUH CARE values – for patients, their families, our community and staff are:

• Collaborate – together and with our academic and care partners
• Achieve – our goals, positive outcomes and wellbeing
• Respect – for patients, each other and our environment
• Equity – for patients and staff

At TUH we view our staff as our most valuable asset and every member of the Team is valued equally. We recognise that a skilled, satisfied and motivated workforce is a prerequisite to high quality care.
A full overview of TUH is available on https://tuh.ie/About-us/
purpose of the role:
The Administrative Support - Pharmacy Department, Grade V will be responsible for ensuring the smooth running of the administrative duties of the team and to delegate and assign work as appropriate. The position will report to the Head of Pharmacy whilst meeting frequently with the Head and Deputy Head of Pharmacy to agree and assign duties.

overview of role:
Key Duties and Responsibilities

• Demonstrate the ability to maintain and develop working relationships within the department as Administrative Support Lead
• Participate in all key functions for of the service
• Demonstrate problem solving, decision making, planning and organization skills
• Demonstrate an ability to prioritise work while responding with flexibility to rapidly changing priorities
• Demonstrable capacity for responsibility and initiative
• Have the ability to work unsupervised and to use initiative when necessary to deal with conflicting priorities calmly and effectively
• Have proven skills in dealing in a professional and courteous manner with patients, staff and members of the public in a personal capacity and by telephone, including dealing with complaints
• Disseminate relevant information to staff and the multidisciplinary team and provide opportunity for feedback from all members of the team in relation to the service
• Ensure all interaction with staff, patients and patient records are carried out in a strictly confidential manner
• Organize and/or attend meetings, working groups, committees, as required relevant to the department
• Carry out any other duties, which may be assigned from time to time by the Head of Pharmacy and the Deputy Head of Pharmacy.

Human Resources

• Use the Core System to record absence/leave/time keeping/lieu time for all Pharmacy staff and perform weekly sign off of CORE as agreed with the Head and or Deputy Head of Pharmacy
• Facilitate and record participation in mandatory training
• Participate in probation and staff performance review systems as per hospital policy
• Prepare MAP applications, Notification of Termination Forms, Maternity Leave Forms etc. as may be required for the Head and\or Deputy Head of Pharmacy. Contribute to HR business cases as required.
• Manage the Administration staff assigned to the team and delegate duties as appropriate
• Manage the supply and distribution of scrubs for all Pharmacy staff

Finance

• Prepare invoices for medication dispensed to out-patients, clinical trials which have taken place in the hospital and have had pharmacy involvement, the staff prescription service and for pharmacy services provided to Psychiatry.
• Maintain a contemporary list of minor capital requests to be submitted annually to Finance including departmental and ICT equipment.
• Manage monthly overtime and expenses for the Pharmacy dept including submitting to Finance in a timely manner.
• Prepare monthly submissions from Pharmacy using the Pharmacy software system and PowerBI

Administrative Support

• Review contracts for compassionate use medicines for signing by the CEO designated signatory
• Maintain Pharmacy Department Statistical Reports (Dispensing, Purchases, Drug Issues by Cost Centre, Dispensary Errors, Expenditure vs. Patient Activity, BNF Category, Expensive Drugs, Consultant Analysis, Potassium Usage, Out-of-Hours Usage)
• Maintain Databases for the On-Call Pharmacist Service and the Goods Inward Service. Analyse data inputted as required.
• Maintain the Pharmacy and Drugs & Therapeutics Web Page.
• Set-up and maintain Excel databases for recording of pharmacy activity, as required, and update graphs regularly. Such databases already set up are for the aseptic unit,
  the A & E department, the Clozaril out patient dispensing service and the Pharmacy Medicine Information Service.
• Filter all phone calls received from the public and pharmaceutical industry.
• Maintain, amongst others, the following documents ensuring regular updates occur as agreed with the Head and\or Deputy Head of Pharmacy:
  • Pharmacy Risk Register
  • Mandatory Training records
  • Health and Safety Statement
  • Pharmacy Organogram
  • Pharmacy phone directory and liaison with ICT / telephony
  • Pharmacy Dept. Equipment including ICT Inventory such as Laptop and Unified communication devices.
  • Pharmacy staff details including new starter photographs
• Create requisitions\reservations for all Pharmacy requirements on SAP. Approve SAP requisitions as agreed with the Head and\or Deputy Head of Pharmacy
• Maintain pharmacy supplies e.g. stationary
• Maintain the Pharmacy Shared file implementing improvements where possible as agreed with the Head and\or Deputy Head of Pharmacy. This includes but is not limited to Pharmacy personnel files, archiving management, annual proof of registration for Pharmacists and all aspects of file maintenance for the Pharmacy Dept.
• Manage incoming\outgoing post including collection\delivery to\from the post room.

Education and Research

• Organise all aspects of conference and course attendance for Pharmacy staff in co-operation with the Pharmacy Education and Research manager(s) including payment of course\conference fees. This also includes but is not limited to facilitating travel arrangements, conference registrations, hotel accommodation and flights, if required, for pharmacy staff attending educational meetings and conferences.
• Organise pharmaceutical sponsorship for weekly pharmacy meetings and where sponsorship is not available, organise lunch to be provided for these meetings. Monitor outstanding sponsorship.
• Liaise with Finance so ensuring comprehensive and contemporary records are available for the management of the Pharmacy Education and Research Fund. Assist in the development of the Pharmacy Education and Research budget annually.
• Facilitate staff to submit expenses associated with the Pharmacy Education and Research programme.

Support the role of the Head of Pharmacy and the Deputy Head of Pharmacy

• Provide administrative support to the Head of Pharmacy and Deputy Head of Pharmacy on a daily basis, these include but are not limited to diary management, organisation of meetings, assistance in the preparation of reports and documentation, managing incoming correspondence.
• Provide support including scheduling, arrangement of venue, preparation and circulation of the agenda and associated papers, minute taking, preparation of the action log, invitations and all other arrangements for the following meeting:
  • Drugs & Therapeutics Committee (every 2 months)
  • Pharmacy Operations Management Team meeting (every 2 months)
  • Pharmacy Medicines Management Team meeting (every 2 months)
  • Any other meeting as agreed with Head and\or Deputy Head of Pharmacy

General accountability:

• Commitment to continuous professional development including completion of relevant internal training programmes available through our Centre for Learning & Development Prospectus.

Leadership and staff management:

• Completion of relevant training and availing of supports in the Leadership Academy including coaching, mentoring and leadership development as applicable.

Qualifications & Experience required
Must have:

• Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied or vocational programmes) or equivalent

or

• Have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher i.e. Fetac Level 5

or

• Have satisfactory relevant experience which encompasses demonstrable equivalent skills

and

• 3 years administration experience administration experience.
• Practical experience of use of computer packages to include Microsoft Office i.e. Word, Excel, Outlook, PowerPoint and other related packages
• Fluent command and understanding of the English language to include spoken and written word
• Suitable supervisory experience

Desirable:

• 3rd level relevant qualification equivalent to Fetac level 6
• Proven administration experience in a Healthcare environment including office management and filing systems.
• Experience of SAP and CORE ICT systems
• Minimum of 2 years administration experience in a healthcare environment

Reward & Recognition

• Remuneration is in accordance with the Department of Health Consolidated Salary Scales,

Grade Code 0566.

• The appointment is whole time, permanent and pensionable
• The annual leave entitlement is 29 working days per year. The leave year runs from 1st April to the 31st of March each year
• Normal working hours are 35 worked over 5 days. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement

Application process
Applications can be submitted ‘on-line’ at www.tuh.ie/careers by completing the application form and attaching your CV. Candidates should be aware that, when applying for a post through the 'On-Line' Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application. Should you for any reason, not receive this automated acknowledgement, you should notify the Human Resources Department, before the closing date, otherwise your application will not be considered.
All candidates should note that, in order to maintain a timely process, the closing date and time for receipt of applications will be strictly adhered to.

Informal Enquiries to: Mr John O’Byrne ( Pharmacy Dept) - Telephone (01) 414 2561 or email john.obyrne@tuh.ie
Closing Date: Before close of business on: 23rd April, 2026.

TUH Core Competencies:
Please go to www.tuh/careers for details of the core competencies

SUPPLEMENTARY INFORMATION
Age Restrictions In Relation To Applications
Age restriction shall only apply to a candidate where he/she is not classified as a new entrant
(within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004).
A candidate who is not classified as a new entrant must be under 65 years of age on the first day
of the month in which the latest date for receiving completed applications for the office occurs.

Health
A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health as would indicate a reasonable prospect of ability to render regular and efficient service.
Garda Vetting
Garda vetting is sought for all employees and prospective employees of Tallaght University Hospital. Given the specialised nature of the services provided, your appointment will be subject to satisfactory Garda vetting and re-vetting in circumstances where the Hospital deems it appropriate. The Hospital will then process the necessary documentation to endeavour to obtain the satisfactory Garda clearance for you. You are obliged to disclose previous and any criminal convictions acquitted during the course of your employment. Should the Hospital obtain information from the Garda vetting unit to indicate that your Garda clearance report is not satisfactory and / or if you have supplied the Hospital with false or misleading information in relation to your Garda clearance status, the Hospital reserves the right to withdraw or terminate the contract in accordance with Tallaght University Hospital Garda vetting policy.
Point on Salary Scale
New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, local authorities, health service and other public service bodies and statutory agencies.
Probation
The probationary period may be extended at the Hospital’s discretion but will not in any case exceed 9 months. Confirmation of your appointment as a permanent member of staff is subject to the successful completion of the probation period. Termination of this agreement within the probationary period shall be at the discretion of the Hospital, in accordance with the Minimum Notice and Terms of Employment Act, 1973 - 2001.
Termination of Employment
The employment may be terminated at any time by one months’ notice on either side except where circumstances are dictated by the Minimum Notice and Terms of Employment Act 1973/91. The Management’s right under this paragraph shall not be exercised save in circumstances where the Management is of the opinion that the holder of the office has failed to perform satisfactorily the duties of the post or has misconducted himself/herself in relation to the post or is otherwise unfit to hold the appointment.

Sick Leave

• There is provision for sick pay at the Hospitals discretion, subject to the regulations and details found in the Staff Handbook/ Personnel Policy Manual, as per the Hospitals sick leave policy.
• In the event of absence from work, you are required to contact your Manager/Supervisor within one hour of starting time on the first day of absence, while a Medical Certificate is required for any illness lasting in excess of two days. Failure to comply with the sick leave policy may result in a loss of pay for the period of absence and may also incur disciplinary action.

Information Technology & data

• Make the most effective and efficient use of developments in information technology for both patient care and administrative support in a manner which integrates well with systems throughout the organisation.
• Collect, interpret and present data and information on the Department’s activities, staffing and expenditure, as required.

Pension Arrangements and Retirement age
There are three superannuation schemes currently in operation for staff in Tallaght University Hospital:
(a) Voluntary Hospital Superannuation Scheme (Non-New Entrant)
(b) Voluntary Hospital Superannuation Scheme (New Entrant)
(c) Single Public Service Pension Scheme
Please read carefully the summary of the criteria for the three superannuation schemes below. This will assist you in identifying which scheme membership is applicable to your employment circumstances.
(a) If you have been continually employed in the public service prior to the 1st April 2004 and you have not had a break in service of more than 26 weeks, you will be included in the Voluntary Hospital Superannuation Scheme (Non-New Entrant) with a Minimum Retirement Age of 60 and a Maximum Retirement Age of 65.
(b) If you have been continually employed in the public service post the 1st April 2004 and you have not had a break in service of more than 26 weeks, you will be included in the Voluntary Hospital Superannuation Scheme (New Entrant) with a Minimum Retirement Age of 65. There is no Maximum Retirement Age.
(c) If you have commenced employment in the public service as a new entrant or you are a former public servant, returning to the public service after a break of more than 26 weeks, you will be included in the Single Public Service Pension Scheme effective from the 1st January 2013 with a minimum retirement age of 66 (rising to 67 and 68 in line with state pension changes). The maximum retirement age under this scheme will be age 70.

Health & Safety

• All employees must comply with the Safety, Health and Welfare at Work Act, 2005.
• Comply with relevant Health and Safety responsibilities as outlined in Hospital Polices, Protocols and Procedures relevant to your area.
• Take reasonable care to protect your own safety, health and welfare and that of any other person who may be affected by your acts or omissions at work.

Hygiene / Infection prevention and control

• All employees have responsibility for Hygiene awareness. Hygiene is defined as “The practice that serves to keep people and environments clean and prevent infection.”
• All employees also have a responsibility under their terms of employment to prevent transmission of infection and to follow the hospital infection control policies and guidelines as outlined in the Infection Control Manual.
• All employees must be aware that they work in an area where there is potential for transmission of infection.
• All employees have a responsibility to follow hand hygiene guidelines as this is the single most important intervention to prevent the transmission of infection.

Quality, safety and risk management

• Support the delivery of the Quality, Safety and Risk Management Programme, including the appropriate identification and management of risks and incidents throughout the hospital.

Data Management
You must manage data as per TUH obligations under the Data Protection Acts 1988 – 2018 and GDPR.
Confidentiality
As an employee of Tallaght University Hospital, you acknowledge and agree to maintain the strictest confidentiality regarding all patient data, medical records, and or other personal and / sensitive data you may encounter in the course of your employment.
As you have access to or hear information concerning the medical or personal affairs of patients, their families and /or staff, or other health service business. Such records and information are strictly confidential and unless acting on the instructions of an authorised officer, on no account must information concerning staff, patients or other health service business be divulged or discussed except in the performance of normal duty.
In addition records must never be left in such a manner unauthorised persons can obtain access to them and must be kept in safe custody when no longer required. You agree to uphold the highest standards and professional integrity and to exercise discretion and caution in handling all confidential information. By accepting employment with Tallaght University Hospital you affirm your commitment to maintain the confidentiality and privacy of all information entrusted to you.

Mandated and Designated Persons under Children First Act 2015
Schedule 2 of the Children First Act 2015 specifies the classes of persons defined as Mandated Persons for the purposes of the Act. This includes a range of disciplines that are employed by the hospital including all medical practitioners, registered nurses, physiotherapists, psychologists, social workers and others. This includes staff working in adult services. All mandated persons have two main legal obligations under the Children First Act 2015. Mandated persons, under the legislation are required to report any knowledge, belief or reasonable suspicion that a child has been harmed, is being harmed, or is at risk of being harmed. The Act defines harm as assault, ill-treatment, neglect or sexual abuse, and covers single and multiple instances. Mandated persons are also required to assist Tusla, if requested, in assessing a concern which has been the subject of a mandated report. Designated Officer are required to receive reports of suspected child abuse or neglect from any person who is of the opinion that (a) a child has been or is being assaulted, ill-treated, neglected or sexually abused, or (b) a child’s health, development or welfare has been or is being avoidably impaired or neglected. Full detailed list of mandated and designated staff together with details of their roles and responsibilities can be found on https://www.tusla.ie/children-first. It is the responsibility of all staff employed by TUH to be aware of their roles and responsibilities under the legislation and to complete mandatory Children First Training.