RQ949 Grade IV

Job Specification and Terms & Conditions Job Title & Grade Grade IV Campaign Reference RQ949 Closing Date Wednesday March 12th Proposed Interview Date To be confirmed Interview Format Face to face onsite in Peamount Healthcare Informal enquires Mary Bell (Phone: ) 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 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. Purpose of Post To provide support within the Education and Practice Development Department including administrative duties, record management, minute taking, budgetary management process, financial processing, database management, management of the Classroom Management System (CMS) and online educational platforms. To provide administrative support to the Education and Practice Development Manager and other nominated tutorial / clinical facilitator staff Reporting Relationship The post holder will report to Mary Bell Education and Practice Development Manager. Phone: Key working relationships Education and Practice Development Manager Peamount Tutorial / clinical teaching team Director of Nursing and Social Care Peamount Healthcare Quality and Risk team. Eligibility Criteria 1.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). 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. And (b)Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office. 2.Health A candidate 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. 3.Character Each candidate for and any person holding the office must be of good character. Key Duties and Responsibilities The position of Grade IV encompasses both managerial and administrative responsibilities, which include the following: Administration Ensure the efficient day-to-day administration of area of responsibility. Monitor and update the mandatory training trackers & non mandatary training trackers and run reports for internal safety and quality committees. Scheduling, Update, and export data for the IHF, Clickhse & Epic Care and other online platforms Compile educational reports for Quality & Safety steering group, Quality and Safety committees and Annual reports. Ensure that deadlines are met, and service levels maintained. Oversee, implement, and undertake financial processes including ordering and accounts payable in adherence to the National Financial Regulations with respect to education funding. 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 Education and Practice development 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 Ensure the well-being of staff within own remit. Co-operate and work in harmony with other teams and disciplines. Co-operate and work in harmony with all members of the Education and practice development team and other teams and disciplines in the pursuit of the Peamount Healthcare organisational objectives. 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. Management and maintenance of the Education and practice development databases to include Clinical databases / training trackers. 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. 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 him / her from time to time and to contribute to the development of the post while in office. Other requirements specific to the post Have access to appropriate transport to fulfil the requirements of the role. Skills, competencies, and/or knowledge Professional Knowledge & Experience Demonstrates: Knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria, skills, and competencies. Maximum use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook Excel, Word for Windows and other related applications, an aptitude for computing is essential. The ability to work in line with relevant policies and procedures. Planning and Managing Resources Demonstrates: 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. The ability to set realistic goals and timescales, taking account of potential problems and competing priorities. The ability to devote time and energy to the most important task at any given time. An awareness of value for money. Commitment to a Quality Service Demonstrates: A commitment to providing a quality service. Awareness and appreciation of the service user and has strong customer service skills. The ability to embrace the change agenda; demonstrates flexibility, initiative, and adaptability in a changing work environment. Evaluating Information, Problem Solving & Decision Making Demonstrates: Numeracy skills, the ability to evaluate information, problem solve and make effective decisions. The ability to make decisions and solve problems in a timely manner before they accumulate. The ability to gather information from enough sources and other people to make well founded decisions / solve problems. Team working Demonstrates: The ability to work on own initiative as well as part of a team. Contribution to a positive team spirit. A willingness to become involved and help team members if they are under pressure. Communication & Interpersonal Skills Demonstrates: Effective communication skills including the ability to present information in a clear and concise manner. Strong written and verbal communication skills. Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect. The ability to influence people and events. Confidentiality In the course of your employment, you may have access to or hear information concerning the medical or personal affairs of patients and/or staff, or other health services business. Such records and information are strictly confidential and unless acting on the instructions of an authorised officer, on no account must information concerning staff, patients or other health service business be divulged or discussed except in the performance of normal duty. In addition, records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required. Campaign Specific Selection Post A ranking and or 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. 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. 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 Peamount Healthcare, Newcastle, Co. Dublin. Tenure The current vacancy available is a permanent part time post on a permanent basis The post is pensionable. 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: Grade IV Clerical (0558) Current salary scale with effect from 1st October 2024: €34,256 (01st point) €53,304 (2nd LSI) Working Week The hours allocated to this post are 17.5 hours per week (Monday-Friday). 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).As per Health Service Executive (HSE) 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 Hospitals 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. Sick Leave Peamount Healthcare operates a Sickness Absence Management policy in line with the new Public Service Sick Leave Scheme as introduced on 31st March 2014. 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 hospitals 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 hospital 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 hospital until the Garda Vetting process has been completed and the hospital is satisfied that such an appointment does not pose a risk to clients, service users and employees. Character Candidates for and any person holding the office must be of good character. Health & Safety These duties must be performed in accordance with the hospital 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 Hospital Policy as set out in the appropriate departments safety statement, which must be read and understood. Comply with and contribute to the development of policies, procedures, guidelines, and safe professional practice and adhere to relevant legislation, regulations, and standards. Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to Peamount. Protection and Care and comply with associated Peamount protocols for implementing and maintaining these standards as appropriate to the role. To support, promote and actively participate in sustainable energy, water, and waste initiatives to create a more sustainable, low carbon and efficient health service. Quality, Risk & Safety Responsibilities It is the responsibility of all staff to: Participate and cooperate with legislative and regulatory requirements regarding Quality, Risk and Safety. Participate and cooperate with external agencies on safety initiatives as required. Participate and cooperate with internal and external evaluations of hospital 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 hospitals 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. Education and Training Participate in mandatory training programmes. Pursue continuous professional development to develop professional knowledge and keep updated with current and legislation. 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 controlli Skills: Attention to detail Communication Skills Customer Service