Part time Grade IV Officer

Post Title: Grade IV Officer

Post Status: Permanent

Department: Laboratory Directorate, General Pathology

Location: Beaumont Hospital & Affiliated Sites

Reports to: Directorate Support Supervisor; with regard to day-to-day operational issues. Directorate Support Manager; with regard to overall quality of work, development, and compliance with strategic and operational objectives.

Salary: Appointment will be made on the Grade IV Scale (€35,256- €51,206, LSI1 €52,768, LSI2 €54,370) at a point in line with Government pay policy.

Hours of work: Part time, 21 hours per week.

Closing Date: 16/04/2025 @ 12.00 noon.

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

Principal Duties & Responsibilities:

Under general supervision and following established policies and procedures, provides secretarial and administrative support to the Directorate of Laboratory Medicine. Plans and organises work to comply with established deadlines and priorities.

KEY TASKS:

1. Transcribe and type materials to include all correspondence on clinics, discharges, theatre notes and ward round notes where applicable. Proof-read and edit material for grammar, punctuation and spelling.
2. Typing of Departmental correspondence as required.
3. Typing all aspects of reports on Winpath / other internal hospital IT system and distribution of authorised report to requestor.
4. MDM preparation as required.
5. Email of reports as per Directorate policy.
6. Faxing as per Directorate policy.
7. Photocopying / Filing when necessary.
8. Scanning as required.
9. Answers, screens and routes telephone calls, deals with visitors and staff that present to the Department.
10. Tracking all charts that are given into their care and ensuring speedy return of same.
11. Attending and recording minutes of Departmental meetings as required.
12. Preparation of slides and presentations as required.
13. Request and obtain charts for clinic or day ward.
14. Preparation of clinic / day ward if necessary.
15. Preparing statistics when required.
16. Assist team members with workload when deemed necessary.
17. Assist with training new members of staff as appropriate.
18. Any other appropriate duties as assigned by the Directorate Support Manager.

GENERAL TASKS:

1. Assist in the overall day to day operations of the administration offices.
2. Open and sort mail.
3. Maintain departmental files and records, collect and record information on hospital and departmental databases, compile and distribute reports, monitor and maintain office equipment and supply inventory.
4. Participate in the quality management system in line with ISO 15189 accreditation requirements including SOP's, auditing and non-conformities.
5. Attend departmental meetings as requested.
6. Establish good office procedures in terms of consumable management.
7. Ensure patient confidentiality is maintained at all times and comply with GDPR requirements.
8. Act with discretion and integrity at all times in relation to sensitive data linked to the directorate or the hospital.
9. Show initiative and promote continuous improvement across the directorate.
10. Duties must be carried out in such a way that will ensure timely communication of information on patients to the relevant G.P's and other agencies.
11. It is expected that a Grade IV in the Directorate will provide cross cover when appropriate within the Directorate (e.g. sick leave, annual leave etc).
12. Promote open communications and healthy working relationships.
13. Good time keeping and attendance is essential.

HEALTH & SAFETY:

1. Be familiar with the appropriate standards in relation to evaluation of infection control data, compliance with hygiene audits and the hospital's infection control policies and procedures.
2. Be up to date with mandatory training eg Hand Hygiene, Fire Training and Manual Handling.
3. Assist and comply with directorate Health and Safety procedures.

PERSONAL DEVELOPMENT:

1. In conjunction with line manager agree learning objectives designated to meet development goals to improve service.
2. Participate in performance and joint review meetings with line manager as requested.
3. Participate in continuous professional development as relevant.

The job description is an outline of the post as it is currently perceived by the hospital and will be subject to review and amendment. This job description will therefore be subject to change in light of the various strategies for the hospital and the development of the Clinical Directorate model and any future developments that arise and will evolve and change over time.

Mandatory:

1. Professional Qualifications, Experience, etc:
2. (a) Eligible applicants will be those who on the closing date for the competition:
   1. (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.
   2. (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 Irish. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.
   3. (iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.
   4. (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).
3. Note: 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.
4. (b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
5. It is essential to have a high speed typist certificate of minimum 40wpm.

Age:

Age restriction shall only apply to a candidate where s/he 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 application forms for the office occurs.

Health:

Candidates 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 such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character:

Candidates for and any person holding the office must be of good character.

Desirable Criteria:

• Relevant third level qualification
• Proficient in MS Office, to include Word, Excel, Power Point.
• Knowledge and experience of using an email system effectively e.g. Outlook.
• Knowledge of Beaumont Hospital IT systems.
• Good communication and interpersonal skills including the ability to present information in a clear and concise manner.
• Excellent planning and organisational skills including using computer technology effectively.
• Commitment to providing a quality service and customer service skills.
• Flexibility, problem solving and initiative including the ability to adapt to change.
• The ability to work both independently and as part of a team.
• Leadership potential and strong team skills.

Supplementary information:

The Hospital:

www.beaumont.ie

Management Unit:

www.beaumont.ie/hr

Other (Please specify):

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)

Name: Joanne Daly – CD Laboratory

Title: Directorate Support Manager

Email address: joannedaly@beaumont.ie

A short listing exercise may be carried out on the basis of information supplied in your application. 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. In the event of a high volume of applications additional shortlisting criteria may be utilised.