Administrator Grade IV

Responsibilities (including, but not limited to):

· Organising and managing correspondence into Head of Service Office and drafting responses as required, primarily by email.

· Managing data requests across Primary Care services from REO, IHA Manager, National HSE, other HSE divisions and various external bodies. Includes dissemination, collection and collation of data responses for review by senior managers.

· NIMS Incident recording and reporting.

· Scheduling and co-ordinating various meetings across the HOS Team. Includes minute taking.

· Co-ordinating and tracking Parliamentary Questions (PQs) and Representations (Reps) and responses from public representatives to Primary Care services.

· Tracking financial and HR data, and KPI and performance data.

· Managing and tracking information gathering and reporting for Quality, Health & Safety across the division, including emergency and crisis responses during extreme weather and other events.

· Managing archiving and filing as required.

Competencies

Professional Knowledge & Experience

For example:

· Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role

· Maximise the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.

· Demonstrate the ability to work in line with relevant policies and procedures

Planning and Managing Resources

For example:

· Demonstrate 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

· Sets realistic goals and time-scales, taking account of potential problems and competing priorities

· Devotes time and energy to the most important task at any given time

· Maintains an awareness of value for money

Commitment to a Quality Service

For example:

· Demonstrate a commitment to providing a quality service

· Demonstrate awareness and appreciation of the service user and has strong customer service skills

· Embraces the change agenda; demonstrates flexibility, initiative and adaptability in a changing work environment

Evaluating Information, Problem Solving & Decision Making

For example:

· Demonstrate numeracy skills, the ability to evaluate information, problem solve and make effective decisions

· Makes decisions and solves problems in a timely manner before they accumulate

· Gathers information from enough sources and other people to make well founded decisions / solve problems

Team working

For example:

· Demonstrate the ability to work on own initiative as well as part of a team

· Contributes to a positive team spirit

· Demonstrates a willingness to become involved and help team members if they are under pressure

Communication & Interpersonal Skills

For example:

· Effective communication skills including the ability to present information in a clear and concise manner

· Strong written communication skills

· Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect

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