Cochlear Admin Grade V Supervisor Clinic and CI Stock Operations

Overview

Post Title

Cochlear Admin Supervisor Clinic and CI Stock Operations

Post Status

Permanent

Department

Cochlear

Location

Beaumont Hospital, Dublin 9, Ireland.

Reports to

Directorate Business Manager and NHIVRC Support Manager

Salary

Appointment will be made on the Grade V salary scale (€52,758 - €63,110) at a point in line with Government pay policy.

Hours of work

Full time: 35 hours per week

Closing Date

12 Noon on Monday 27th July, 2026

Please Note the hospital reserves the right to close the competition early should a substantial number of applications be received

Position Summary

The CI Administration Supervisor (Grade V) is responsible for the effective supervisory functions and coordination within the Cochlear admin team.

The post holder plays a key role in ensuring the efficient delivery of services by supporting multidisciplinary clinical teams, managing cochlear implant stock within agreed procurement processes.

Theatre scheduling and data management.

Responsibilities

Leadership and Staff Supervision

• Provide day-to-day supervision and support to administrative staff.• Manage staff induction, training, development, and performance.• Promote effective communication and teamwork within the department.• Facilitate continuous professional development opportunities for staff.• Ensure staff engagement through open, transparent, and effective communication.• Escalate issues appropriately to management when required.• Support workforce planning and service continuity within the administrative and Cochlear MDT.

Cochlear Implant Stock Management

• Order cochlear implant devices, accessories, and surgical kits through the Beaumont Integra ordering system.• Manage stock control processes for all cochlear implants and associated components from multiple suppliers.• Track cochlear speech processor and Hearing aid repairs, including tracking costs and order number for items sent for repair and returned stock.• Liaise with cochlear implant manufacturers regarding stock issues, product updates, and new device releases in accordance with national procurement and tender arrangements.• Ensure adequate implant stock is available to meet theatre requirements.• Receive and record stock on departmental databases and complete annual stocktake.• Review and optimise storage requirements in response to technological developments and changing stock profiles.

Financial and Procurement Administration

• Verify all deliveries and packing dockets against purchase orders and supplier invoices.• Ensure accurate reconciliation of invoices for payment processing and liaise with finance for same. • Ensure appropriate financial governance and value-for-money practices are maintained.• Support service planning and budgeting by monitoring implant usage and ordering trends.

Clinical Information and Data Management

• Maintain accurate departmental activity records and statistical data including: o Patient attendances o DNA (Did Not Attend) rates o Cancellations o Assessments o Implant procedures o Annual review activity o Patient discharges• Prepare statistical reports for monthly Quality and Safety meetings.• Ensure implant and explant information is accurately recorded on departmental databases.• Report explanted device information to the Principal Physicist as required.• Maintain data quality standards and for audit and service evaluation activities.• Oversee T-Pro administrative tasks and reporting requirements.• Contribute to service development and operational planning.

Theatre List Coordination and Patient Pathway Management

• Coordinate cochlear implant theatre lists across Beaumont Hospital, Children's Health Ireland at Temple Street, and outsourced hospitals where required.• Ensure surgical waiting lists are managed in accordance with hospital policies and targets.• Coordinate admissions and pre-assessment processes with CI Nurse Manager.• Arrange ordering and availability of implant kits for scheduled surgeries.• Coordinate patient-related documentation and consent processes where appropriate.• Ensure post-operative appointments and first-year multidisciplinary follow-up schedules are arranged.• Support ongoing review of scheduling systems to optimise resources effectively and efficiently.

Multidisciplinary Team Support and Service Coordination

Work closely with

• Audiological Scientists, Speech and Language Therapists, Teachers of the Deaf, Clinical Psychologists, Consultants, Nurse and administration team.

Duties include: • Liaising with external professionals and agencies involved in patient care.• Coordinating meetings for consultants and multidisciplinary teams.• Attending and recording minutes for MDT, Quality and safety and admin monthly meetings.• Coordinating patient communications and mailshots, (when required e.g a device recall notifications).• Supporting clinicians with database queries for audit, quality improvement, and research projects.• Assisting with the development, formatting, review, and maintenance of departmental documentation and forms.

Database and Information Systems Management

• Train new staff in the use of departmental databases, including the BCS system.• Ensure accurate entry, maintenance, and retrieval of clinical and operational information.• Support future database developments and service improvements.

Promote best practice in data management, confidentiality, and information governance.

Administration

• Adhere to local guidelines regarding confidentiality and data protection legislation, professional standards and departmental guidelines.• Monitor, evaluate and plan for the service as required.• Liaise with relevant professional colleagues regarding service planning.• Advise line manager on issues of service delivery specific to the clinical area.• Maintain up to date and accurate case notes in line with the Beaumont Hospital Record Keeping Policy.• Initiate and carry out regular clinical audit activates appropriate to the Speech & Language Therapy department.• Be familiar with and adhere to hospital guidelines and policies as relevant including Confidentiality and the Process of Consent.• Read and adhere to issued staff departmental guidelines and policies to ensure professional practice and optimal patient care.• Attend departmental staff meetings. • Assist in the recruitment of new staff and the induction process as required.• Assume delegated tasks as requested, including participation in working groups and policy development groups.• To adhere to health & safety, hygiene, infections control and other hospital guidelines.• In conjunction with other SLT staff, to deputise for the SLT Manager where appropriate. • Perform such other duties as may be assigned by speech and language therapist management.

Research

• Identify research needs within the service and relevant clinical area.• Initiate and undertake research projects appropriate to the service and relevant clinical area. • Disseminate research outcomes to improve service delivery.• Design research according to evidence based practice. • Identify and use research resources available within the hospital and from other relevant stakeholders.

Key Competencies

Leadership and Management

• Staff supervision and development / coaching• Decision-making and problem-solving

Technical and Operational Skills

• Stock control and inventory and related financial administration• Data management and reporting• Database contribution and administration

Communication and Interpersonal Skills

• Effective MDT engagement and multidisciplinary collaboration• Written and verbal communication

Planning and Organisation

• Theatre list coordination• Workload prioritisation• Project and service support

Qualifications

Selection Criteria

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.

Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory

• Professional Qualifications, Experience, etc

(a) Eligible applicants will be those who on the closing date for the competition:

(i) 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).

Note1

Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable.

Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.

The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

and

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

________________________________________________________________

If an appointee has previously been employed in the Civil or Public Service and that appointee is entitled to or in receipt of a pension from the Civil or Public Service or where a Civil/ Public Service pension comes into payment during the appointee’s re-employment that pension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and other Provisions) Act 2012.

Please note: In applying for this position you are acknowledging that you understand that the abatement provisions, where relevant, will apply. It is not envisaged that the employing Department/ Office/ Body will support an application for an abatement waiver in respect of appointments to this position