Directorate Support Admin Only 24h Left

7 days ago

Dublin, Dublin City, Ireland Beaumont Hospital Full time
Overview

Post Title: Grade IV Officer – Directorate Admin Support

Post Status: Specified Purpose Contract

Department: Medical Directorate.

Location: Beaumont Hospital, Dublin 9

Reports to: Directorate Support Manager

Salary: Appointment will be made on Grade IV salary scale (€35,256 - €51,206) €54,370 LSI at a point in line with Government pay policy.

Hours of work: Full Time 35 Hours per week

Closing Date: 5.00Pm on 19th of March 2025

(The hospital reserves the right to close the competition early should a substantial number of applications be received)

The specific duties for the post will be assigned to you by your Department Head

Job Summary

The role of a Grade IV in Beaumont Hospital may require specific duties and responsibilities. It is expected that a Grade IV will provide cross cover when appropriate (e.g., sick leave, annual leave etc.). Some of these specific roles are highlighted below:

Grade IV Job Summary (General)

- Provide a variety of administrative functions and an efficient and effective clerical service to the Department assigned to.
- Provide general administrative support to the Directorate Nurse Manager and Clinical Directorate; diary management, minute taking, printing, photocopying, email management etc.

Responsibilities

Principal Duties and Responsibilities:

Operational Management

- Participate in the development and management of appropriate and relevant Standard Operational Procedures.
- Establish good office procedures in terms of consumable management.
- Be familiar with the appropriate standards in relation to National Standards for Safer Better Healthcare, Prevention and Control of Healthcare Associated Infections, Recommended Practices for Healthcare Records Management.
- Particular attention to ensuring systems in place for appropriate filing of all documentation associated with patients healthcare records.

Data Quality

- To be aware that the quality of data regarding all activity within the Directorate is of the highest quality.
- Familiarity with hospital projects in relation to healthcare records.
- Send copies of Referral Forms and Discharge Letters to relevant Community Palliative Care teams.
- Record all referrals and discharges.
- Inform medical administration/records of deaths.
- Ensure timely communication internally and externally with clinical staff.

Communication

- Ensure good communication amongst staff to include regularly scheduled staff meetings, recording and circulating minutes when required.
- Deal sensitively with telephone calls.
- Ensure timely follow-up of all queries to the office.
- Observe appropriate escalation practices of issues to line manager.

Personal Development/Training

- Organise 100% attendance at Hospital Mandatory training.
- Identify own training needs with regard to the use of technologies as they apply to their role.

General Duties

- Telephone duties.
- Diary/email management.
- Provide cross cover with other members of Directorate Admin Support as required.
- Time and attendance management (as required).
- Sick leave returns (as required).
- Salary returns (as required).
- Act with discretion and integrity at all times in relation to sensitive data linked to the Department or the hospital.
- Attend and minute meetings as required.
- Perform such duties appropriate to the office as may from time to time be required and/or as directed by your supervisor/manager.
- Filing, photocopying and all other office duties.
- The above list of duties is not exhaustive and is intended to be merely representative of the type of tasks that could be assigned.

Qualifications

Selection Criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post. Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

Candidates must have at the latest date of application:

1. Professional Qualifications, Experience

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

1. Obtained at least grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied.
2. Or
3. Passed an examination of at least equivalent standard.
4. Or
5. Satisfactory relevant experience which encompasses demonstrable equivalent skills.

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office based on the skills competencies and knowledge for the post.

1. 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.

1. Character

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

Desirable:

- Good working knowledge of Microsoft Office Suite (Word, Excel, Outlook).
- Experience working in a healthcare environment.
- Excellent keyboard skills.

Informal Enquiries ONLY to:

Name: Deirdre Spencer

Title: Medical Directorate Support Manager

Email address: deirdrespencer@beaumont.ie

Telephone: 018528384

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