Administrative Officer
3 days ago
OverviewPost Title: Administrative Officer (Clinical Secretary)
Grade: IV Officer, High Speed Typist
Post Status: Permanent and Temporary
Department: Surgical Directorate
Location: Beaumont Hospital, Dublin 9
Reports to: Directorate Support Supervisor
Salary: €35,256 to €54,370 LSI
Hours of work: Full time 35 Hours per week
Closing Date: 12 noon 21/3/2025
Please note the hospital reserves the right to close the competition early should a substantial number of applications be received. Position Summary:The successful candidate will assist in the provision of an effective, consistent and efficient level of administrative support, including proficient typing skills.
This post will also provide a cross-cover service within the Surgical Directorate on an as required basis, as per service and line manager requirements.
Other duties may include (but are not limited to): Patient registration supportAssisting with the timely typing of all clinical correspondence, covering for secretary's absence.Flexible working approach as per demands of the busy Surgical Directorate serviceProvide a variety of administrative functions and an efficient and effective clerical service to the DirectorateAssist in the planning, coordinating and directing of the daily operation of the Directorate.Aware of the directorate KPI's, goals and objectives and working with the Directorate Support Supervisor and Directorate Support Manager to achieve same.ResponsibilitiesEncourage good working relationships within the multidisciplinary staff of the Directorate and with other Hospital staff.Reception/ phonesClinic PreparationAppointmentsTypingT ProReferral tracking, Chart trackingGeneral administration dutiesBe 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.Provide cover for Directorate Nurse Manager/Business Manager/Consultant secretaries and admissions when need arises as directed by Directorate Support Supervisor/Manager (e.g., annual leave/sick leave etc.
).Identify opportunities for improvement and initiate steps to accomplish.Assist in identification of cost improvements, service developments and income generation opportunities within the Directorate.Act with discretion and integrity at all times in relation to sensitive data linked to the directorate or the hospital.Attend and minute meetings as required.Perform such duties as appropriate to the office as may from time to time be assigned.Filing, scanning, photocopying and all other office duties.QualificationsMandatory In exercise of the powers conferred on me by Section 22 of the Health Act 2004, I hereby approve the qualifications, as set out hereunder, for the appointment and continuing as Assistant Staff Officer, Grade IV in the HSE.
1.
Professional Qualifications, Experience, etc Eligible applicants will be those who on the closing date for the competition: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.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.Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.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.
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.
3.
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.
4.
Character Candidates for and any person holding the office must be of good character.
Desirable: Knowledge and experience of using an email system effectively (e.g., Outlook).General knowledge of the health service and how it works.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 skills 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.General awareness of national waiting list protocols (NTPF).Additional Requirements: Leaving Certificate or equivalentExcellent MS Office skills to include WordHigh speed typing Cert (45 WPM)Experience in a healthcare settingInformal Enquiries ONLY to:Name: Marrianna Troy
Title: Supervisor Surgical Directorate
Email address: ****** (Please note no applications will be accepted sent to this email address).
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