Grade IV Administrator

Job Specification and Terms & Conditions Job Title & Grade Grade IV Administrator (Nursing Administration) Campaign Reference RQ951 Contract Type Specified purpose (Maternity leave cover) / Part Time Closing Date Friday 24th January 2025 Proposed Interview Date Week of 3rd February 2025 Taking Up Post As soon as possible Location of Post Peamount Healthcare, Newcastle, Co. Dublin Details of Service Peamount Healthcare is an independent voluntary organisation that provides a range of high-quality health and social care services. We help people return home after a serious illness, we provide safe and homely residential care for those who need it, and we support people to live as independently as possible in the community. Peamount Healthcare is committed to the following values: Person centred seeing each person as unique, giving them a voice and focusing on ability. Respect creating a supportive environment where everyone is given courteous and respectful care and support. Excellence enabling interdisciplinary teams to deliver high quality integrated care, meaningful outcomes with a focus on continuous improvement. Team working fostering an inclusive, healthy working environment where people are valued and recognised for their individual and shared achievements. Quality improvement supporting teams to embed continuous improvement methodology as part of everything we do. Education & Research partnering with academia to support education, learning, research and evidence-based care. Reporting Relationship Nursing Admin Department Manager Purpose of Post The purpose of this post is to provide a comprehensive administrative support to nursing administration with a particular emphasis on communication, record management, minute taking, diary management and systems development. The nursing admin department represents the office of the Director of Nursing. Eligibility Criteria Qualifications & Experience The successful candidate will be expected to meet the following: Essential Criteria: Have been educated to Leaving Certificate Standard Have excellent secretarial and organisational skills Have sound knowledge of Excel, Word for Windows and other related applications, an aptitude for computing is essential Demonstrate an ability to work on own initiative attained Desirable Criteria: Knowledge of medical terminology would be an advantage Experience drafting and managing rosters Experience working in reception Customer service Skills, Competencies and Knowledge Work closely with ADONs to ensure adequate frontline staff cover across campus A high degree of flexibility and customer service will be expected as well as strong organisational and administrative skills Minute taking of senior meetings where required as directed by DON or ADON. Maintain confidentiality regarding the discussions within these meetings. Prioritise workload in conjunction with ADON/line manager Ensuring absences records and relevant trends are distributed accordingly to relevant stake holders The successful candidate will have the ability to multitask in a fast paced and changing environment. General Accountability Maintain throughout the Organisation awareness of the primacy of the patient in relation to all organisation activities. Demonstrate behaviour consistent with the values of the Organisation. Manage Bookings of Meeting Rooms online Calendar Report to Nursing Administration on a day-to-day basis. Be ultimately accountable to the Director of Nursing. Specific Accountability Reception Duties Receive and process telephone enquiries to relevant staff. Make ongoing calls as required. Receive visitors to Nursing Administration and help process their enquiries. Follow the procedures and processes under the direction of the ADONs to ensure rosters are effectively covered. Ensure discretion and confidentiality regarding information obtained through the course of duty Computer/Printer Duties Carry out any other duties related to the ongoing implementation of computer systems. Use programmes to ensure optimal presentation of all documents. Demonstrate ability to adapt to various software programmes General Duties Demonstrate courtesy and a polite demeanour Ability to think on feet and review workload on an ongoing basis to establish changing priorities as new information is received Ensure effective roster management for the site in accordance with the need of the department Processing information from all departments and ensuring interagency collaboration Maintain stationary supplies to Nursing Administration Report repairs required and complete follow up on same. Receive and sort mail. Manage Educational and Management calendars. Maintain HIQA records, notifications etc. Assisting with policy formatting Maintain folder of PIN numbers for all staff nurses on site Audit and cross reference reports and documentation for other departments. For example: salary returns Principal Duties & Responsibilities Implementing appropriate and efficient administrative recording and storage systems in relation to staff appointments. Developing and maintaining accurate and up to date information on the nursing administration system. Developing and maintaining a comprehensive record keeping and filing system for all relevant files and documentation and ensure file maintenance is carried out as required. Arranging and attending meetings as required including minute taking and appropriate follow-up on issues to be actioned as required. Developing and maintaining effective communications systems both internally and externally. Actively participate in supporting the change management agenda within the Organisation. Assist in the provision of management reports as requested by the Chief Executive Officer, Director of Nursing, or her Deputy for the Board of Management. Produce data on bed occupancy as required. Record Relief, Agency and specials hours and send to Finance on a weekly basis. Maintain records on absenteeism and arrange for staff return to work interviews with the relevant ADON. Campaign Specific Selection Post A ranking and or short-listing exercise may be carried out on the basis of information supplied in your CV.The criteria for ranking and or short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification.Therefore, it is very important that you think about your experience in light of those requirements Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview depending on the service needs of the organisation. Code of Practice Peamount will run this campaign in compliance with the Cod of Practice prepared by the Commission for Public Service Appointments (CPSA).The Code of Practice sets out how the core principles of probity, merit, equity and fairness might be applied on a principles basis.The Code also specifies the responsibilities placed on candidates, facilities for feedback to applicants on matters relating to their application when requested and outlines procedures in relation to requests for a review of the recruitment and selection process and review in relation to allegations of a breach of Code of Practice. Codes of practice are published by the CPSA and are available on The reform programme outlined for the Health Service may impact on this role and as structures change the job description may be reviewed. The job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive or restrictive and is subject to periodic review with the employee concerned. Terms & Conditions of Employment Grade IV Nursing Administrator Peamount Healthcare, Newcastle, Co. Dublin. Tenure Part -Time Specified Purpose Contract A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled.The tenure of these posts will be indicated at expression of interest stage. Appointment as an employee of Peamount Healthcare is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004. Remuneration Remuneration is in accordance with the salary scale approved by the Department of Health:Current salary scale with effect from 1st January 2024: Grade IV Clerical Officer €34,276 (point 1) - €53,304 (point 10) Working Week The hours allocated to this post are 17.5 hours per week. The allocation of these hours will be at the discretion of the Department Head and in accordance with the needs of the service. HSE Circular 003-2009 Matching Working Patterns to Service Needs (Extended Working Day/Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016 applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016 Annual Leave 27 days (Pro Rata) Probation All employees will be subject to a probationary period as per the probation policy. This policy applies to all employees irrespective of the type of contract under which they have been employed. A period of 6 months probation will be served: On commencement of employment. Fixed term to permanent contract. Permanent employees commencing in promotional posts will also undertake a probationary period relating to their new post. Pension Employees of Peamount Healthcare are required to be members of the Organisations Superannuation Scheme. Deductions at the appropriate rate will be made from your salary payment. If you are being rehired after drawing down a public service pension your attention is drawn to Section 52 of the Public Services Pension (Single and Other Provisions) Act 2012. The 2012 Act extends the principle of abatement to retired public servants in receipt of a public service pension who secure another public service appointment in any public service body. Maternity Maternity leave is granted in accordance with the terms of the Maternity Protection Acts 1994 and 2001. Pre-Employment Health Assessment Prior to commencing in this role, a person will be required to complete a form declaring their health status which is reviewed by the organisations Occupational Health Service and if required undergo a medical assessment with this department. Any person employed by Peamount Healthcare must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. Validation of Qualifications & Experience Any credit given to a candidate at interview, in respect of claims to qualifications, training and experience is provisional and is subject to verification. The recommendation of the interview board is liable to revision if the claimed qualification, training, or experience is not proven. References Peamount Healthcare will seek up to two written references from current and previous employers, educational institutions, or any other organisations with which the candidate has been associated. The organisation also reserves the right to determine the merit, appropriateness and relevance of such references and referees. Garda Vetting Peamount Healthcare will carry out Garda vetting on all new employees. An employee will not take up employment with the organisation until the Garda Vetting process has been completed and the organisation is satisfied that such an appointment does not pose a risk to clients, service users and employees. Health & Safety These duties must be performed in accordance with the organisation health and safety policy. In carrying out these duties the employee must ensure that effective safety procedures are in place to comply with the Health, Safety and Welfare at Work Act. Staff must carry out their duties in a safe and responsible manner in line with the Organisation Policy as set out in the appropriate departments safety statement, which must be read and understood. Quality, Risk & Safety Responsibilities It is the responsibility of all staff to: Participate and cooperate with legislative and regulatory requirements with regards to Quality, Risk and Safety. Participate and cooperate with external agencies on safety initiatives as required. Participate and cooperate with internal and external evaluations of organisation structures, services and processes as required, including but not limited to: National Standards for Safer Better Healthcare. National Standards for the Prevention and Control of Healthcare Associated Infections. HSE Standards and Recommended Practices for Healthcare Records Management Safety audits and other audits specified by the HSE or other regulatory authorities. To initiate, support and implement quality improvement initiatives in their area which are in keeping with the organisations continuous quality improvement programme. It is the responsibility of all managers to ensure compliance with regulatory requirements for Quality, Safety and Risk within their area/department Specific Responsibility for Best Practice in Hygiene Hygiene in healthcare is defined as the practice that serves to keep people and the environment clean and prevent infection. It involves preserving ones health, preventing the spread of disease and recognizing, evaluating and controlling health hazards. It is the responsibility of all staff to ensure compliance with organisation hygiene standards, guidelines and practices. Department heads/ managers have overall responsibility for best practice in hygiene in their area. It is mandatory to complete hand hygiene training every 2-years and sharps awareness workshops yearly. Skills: Secretarial medical terminology reception