Grade IV Assistant Staff Officer

Overview

The job of a Grade IV/ Assistant Staff Officer can be extremely broad based and varies greatly. Staff are required to work across all service areas within the Hospital covering the necessary shift patterns and work rosters.

A panel will be formed from which future permanent or temporary vacancies maybe filled.

Organisational Context

The HSE has created six new health regions. Each region is responsible for providing both hospital and community care for the people in that area. Bringing community health services and hospitals together means we can take a more patient-centred approach to healthcare.

HSE Dublin and North East provides health and social care to North Dublin, Louth, Meath,

Monaghan and most areas of Cavan.

HSE Dublin and North East Region includes the following hospitals;

Beaumont Hospital Cavan General Hospital Connolly Hospital Louth County Hospital National Orthopaedic Hospital Cappagh Monaghan General Hospital Mater Misericordiae University Hospital Our Ladys Hospital Navan Our Lady of Lourdes Hospital Rotunda Hospital

Key Responsibilities

The position of Grade IV encompasses both managerial and administrative responsibilities:

Administration

Ensure the efficient day-to-day administration of area of responsibility. Ensure that deadlines are met and service levels maintained. Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing the work of the team to ensure quality and accuracy. Ensure that archives and records are accurate and readily available. Maintain confidentiality of documentation, records, etc. Maximise the use of technology in ensuring work is completed to a high standard. Ensure line management is kept informed of issues. Ensure that stakeholders are kept informed and that their views are communicated to middle management. Organise and attend meetings as required. Take minutes at meetings and prepare for timely circulation following meeting.

Customer Service

Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying Line Manager of any deficiencies. Ensure that service users are treated with dignity and respect. Act on feedback from service users / customers and report same to Line Manager.

Human Resources / Supervision of Staff

Manage the performance of staff. Ensure an even distribution of workload amongst the team, considering absence due to annual leave etc. Supervise and ensure the well-being of staff within own remit. Co-operate and work in harmony with other teams and disciplines.

Service Delivery and Improvement

Actively participate in innovation and support change and improvement initiatives within the service; implement agreed changes to the administration of the service. Encourage and support staff through change processes.

Standards, Policies, Procedures and Legislation

Maintain own knowledge of employer policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team. Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, GDPR. Ensure consistent adherence to procedures within area of responsibility. Adequately identifies, assesses, manages and monitors risk within their area of responsibility. Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate. Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role. Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to them from time to time and to contribute to the development of the post while in office.

Essential Criteria

Professional Qualifications, Experience, Etc

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

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

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

Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction

Or

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.

And

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

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.

Relevant Attachment

0558AssistantStaffOfficer0425 Job Spec

Skills & Competencies

Professional Knowledge & Experience

Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role. Maximise the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc. Demonstrate the ability to work in line with relevant policies and procedures.

Planning and Managing Resources

Demonstrate the ability to plan and organise own workload and that of others in an effective and methodical manner within strict deadlines, ensuring deadlines are met. Sets realistic goals and time-scales, taking account of potential problems and competing priorities. Devotes time and energy to the most important task at any given time. Maintains an awareness of value for money.

Commitment to a Quality Service

Demonstrate a commitment to providing a quality service. Demonstrate awareness and appreciation of the service user and has strong customer service skills. Embraces the change agenda; demonstrates flexibility, initiative and adaptability in a changing work environment.

Team working

Demonstrate the ability to work on own initiative as well as part of a team. Contributes to a positive team spirit. Demonstrates a willingness to become involved and help team members if they are under pressure.

Communication & Interpersonal Skills

Effective communication skills including the ability to present information in a clear and concise manner. Strong written communication skills. Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect. Demonstrate the ability to influence people and events