Grade IV Out of Hours Officer

Overview

Post Title: Grade IV Officer Out Of Hours

Post Status: Temporary, Part-Time

Department: Accident & Emergency

Location: Beaumont Hospital & Affiliated Sites

Reports to: Manager for the Out of Hours Service

Salary: Appointment will be made on Grade IV Scale (€35,609‑€51,718, LSI1 €53,296, LSI2 €54,914) at a point in line with Government pay policy

Hours of work: 20 hours part-time (but may work up to 37hrs)

The Out of Hours service operates overnight from 17:00hrs to 8:00hrs, Monday‑Friday, and 24 hours Saturday, Sunday and all Public Holidays throughout the year. Night working is an integral part of this role.

Closing Date: 12 Noon on 03/12/2025.

Details of Service:

The Emergency Department provides consultant‑led acute emergency care to adult patients with presentations numbering in excess of 60,000 patients per year. The out of hours administrative staff provide a dedicated service to the Emergency Department and Hospital admissions and patient desks. As part of the role the post holder will be required to follow defined processes and procedures to accurately record patient activity on the hospital information systems, engage with multiple stakeholders to ensure efficient operation of the department’s activities, work at different locations as required, and cover for colleagues during absences.

Responsibilities

Principal Duties and Responsibilities:

Administration

- Ensure the efficient and accurate registration of patients

- Manage all internal and external telephone enquiries professionally

- Interview/financial assessment of patients awaiting admission

- Chart retrieval and management when requested

- Undertake mandatory training and maintain it consistently

- Ensure that objectives are met and service levels maintained

- Support the stocking, preparation and issuing of hospital documentation (correspondence, reports, etc.) to the highest standard 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

- Handle general clerical duties such as filing, photocopying

Customer Service

- Promote and maintain a customer‑focused environment and notify 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

- Provide exceptional customer service to internal and external stakeholders

Human Resources

- Ensure active contribution to ensure even distribution of workload amongst the team, considering absence due to annual leave etc.

- Co‑operate and work in harmony with other teams and disciplines

Service Delivery

- Actively participate and support change and improvement initiatives within the service; implement agreed changes to the administration of the service

- Encourage and support co‑workers

- Flexibility in order to ensure shift cover for planned or unplanned absences in the service

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

- Maintain own knowledge of relevant regulations and legislation e.g. FOI Acts, GDPR

- Ensure consistent adherence to procedures within area of responsibility

- Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low‑carbon and efficient health service

Qualifications

Selection Criteria:

Applications will be assessed on the basis of how well candidates satisfy the following criteria.

Mandatory:

- Professional Qualifications, Experience, etc. Eligible applicants must meet one of the following on the closing date for the competition:

- a) 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

- b) 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 or equivalent on higher level papers in three subjects in that examination.

- c) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction

- d) 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).

- Age: Restriction shall only apply to a candidate who is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act 2004). A candidate who is not 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 occurs.

- Health: Candidate must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such that a reasonable prospect of ability to render regular and efficient service exists.

- Character: Candidate must be of good character.

- Previous clerical experience is essential.

Desirable:

- Proficient Microsoft Office Suite experience

- Good data entry, processing of information and attention to detail skills

- Excellent customer service skills, organisational skills and interpersonal skills

- Flexibility to adapt to changing priorities, procedures and tasks

Other requirements specific to the post:

- Be able to work rostered shift patterns, evenings and nights, Monday to Friday, weekends and public holidays to meet service needs.

In applying for this position you are acknowledging that you understand that the abatement provisions, where relevant, will apply. It is not envisaged that the employing Department/ Office/ Body will support an application for an abatement waiver in respect of appointments to this position.

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