Grade V Staff Officer

Grade V Staff Officer - Part Time

Purpose of the Post

• Efficiently and effectively providing executive assistant and administrative support to the team;

• Engaging with key internal and external stakeholders as the key liaison for the team ensuring professionalism and clarity in all communications;

• Scheduling meetings, monitoring response, ensuring briefing documentation is available ahead of meetings;

• Supporting the tracking and monitoring actions assigned to the team and ensuring efficient delivery;

• Coordinating and supporting the implementing recommendations and actions required

Principal Duties and Responsibilities

The position of Grade V encompasses both managerial and administrative responsibilities which include the following:

Administration

• Ensure the efficient day-to-day administration of area of responsibility;

• Ensure deadlines are met and issues escalated appropriately;

• Ensure policies and procedures are well documented and implemented within remit of the role;

• Ensure accurate attention to detail in own work;

• Use appropriate technology to ensure work is completed to a high standard;

• Ensure that all records are accurate, maintained confidentially and readily available as appropriate;

• Ensure line management is kept informed of issues;

• Maintain high standards of performance;

• Provide administrative support at assigned meetings, including scheduling, tracking and monitoring attendance, agreeing agendas, circulating documentation, taking minutes and ensuring all documentation is approved as appropriate;

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

Team working

• Supervise and ensure the well-being of staff within own remit

• Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships

• Deal with under performance in a timely and constructive manner

• Identify training and development needs of staff in own area

• Promote co-operation and working in harmony with other teams and disciplines

Customer Service

• Promote and maintain a customer focused environment by ensuring service-users are treated with dignity and respect

• Seek feedback from service users/customers and implement change to incorporate same, in agreement with line manager

Standards, policies, procedures & legislation

• Maintain own knowledge of relevant HSE 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 etc.

• Pursue continuous professional development in order to develop management expertise and professional knowledge

• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other 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

The above Job Description 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.

Eligibility Criteria

Qualifications and/ or experience

(a) 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 Irish1. 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).

Note1: 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 and management ability, for the proper discharge of the office.

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.

Character

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

Post Specific Requirements

• Significant experience of working in a busy office environment managing competing demands and multiple concurrent pieces of work, diary management, and organising meetings, as relevant to the role.

• Experience of professional writing and creation of documents such as agendas, briefing reports, minutes, etc.

Karl Murray