2025/117 Grade Vi Executive Pa To General Manager

TITLE:
Executive PA
REPORTING TO:
The Secretary/General Manager
GRADE:
Grade VI
HOURS: 35 hours Full-time onsite (flexibility required as some meeting our scheduled in the evening)
ROLE SUMMARY:
To support the Secretary /Group General Manager and The Chair of the Board in the provision of excellent secretarial, clerical and administrative service to both General Manager's office and
the Board.
This includes administrative support to the Rotunda Board, Board Committees and any other committees as directed by Secretary General Manager.
Provide a comprehensive secretarial, clerical and administrative support to the Secretary / General Manager as required and in liaison with existing Executive PA/Secretarial staff to the EMT.
Provide a professional secretarial and administrative service to the Board of Governors and all its sub-committees
Support and administer all Board and sub- committee meetings including drafting agendas, scheduling and recording of minutes.
Support Secretary General Manager in ensuring that all papers for Board and Board Committees are circulated in a timely fashion and that all terms of reference for Board committee are kept up to date.
Support and administer effective governance arrangements to ensure that the Board meet their statutory and fiduciary responsibilities
Support, collate and administer all Board packs, papers, briefing notes or any other relevant material required for Board, Board sub committees or Board working groups.
Administrative support to the General Manager and Board in ensuring internal audit and risk management processes are in place and that actions and decisions are followed up on.
Liaise with professional service providers as required including Auditors.
Admin support to annual service planning and any requirements for same.
Admin support in developing and implementing Hospital Strategic Plans including capital development plans
Admin support in returning of annual Compliance Statement and Service Level Agreement including collation of all required documents
Support and coordinate Board requirements for training and development including induction.
Lead in management of Board administration system Decision Time.
Ensure correspondence into the office is dealt with in a an accurate and timely manner including following up on responses due
Take and prepare minutes of meetings as required
Ensure all written correspondence for circulation is proof read and produced for sign off in an accurate and timely manner and circulated as requested
Contribute to the maintenance of record / filing system that exist and create new systems as appropriate to support the work of the Secretary General Manager
Liaise with internal and external agencies including the IHA, Regional admin, the HSE, the Department of Health and other hospitals and agencies as appropriate
Support and administer return of monthly performance metrics to IHA/Region.
Support and administer requirements of the Service arrangements with the HSE.
Continually develop effective interpersonal and communication processes between the offices of the Executive Management Team and wider hospital to ensure the delivery of an effective service.
Administer all HR records for Secretary General Manager's reports and office.
Process general enquiries and ad-hoc requests for information as appropriate
Collect , compile data or statistics and produce regular and ad-hoc reports as required
Any other duties appropriate to the post as assigned from time to time
Participate in continuing education and development activities consistent with the position
Be aware of and implement all relevant Hospital Policies and Guidelines including those for Data Protection, Freedom of Information, Complaints Management
Actively contribute, participate and ensure compliance with the key areas identified in the following:
Infection prevention and control / decontamination
National Quality/Hygiene Schemes
B.F.H.I.
And all audits deemed necessary by the Rotunda Hospital Management Team.
Probationary Period:
The successful candidate will be appointed initially for a probationary period of 6 months.
This period may be extended as required.
Hours of work: 35 hours per week
Annual Leave entitlement:
28 days per annum (January – December)
Salary Scale:
As per national consolidated pay agreement
Interpersonal Skills
The successful candidate should possess excellent interpersonal skills and performs duties in a manner which is conducive to harmonious team-based relationships.
Key Working Relationships
Chair of Board, The Master, The Hospital Secretary/Group General Manager and assigned team colleagues.
Also the Director of Midwifery and Nursing, Clinical Director, Consultants, Heads of Departments and The Board of Governors.
Performance Metrics
Key Performance Indicators will be developed for this role and successful candidate will have an integral part of this development and reporting of same.
Note: These responsibilities and accountabilities are a guide only and are subject to addition, review and amendment to meet the changing needs of the Hospital.
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