Job Title: Clerical Officer Grade IV
Location of post: Dublin 8
Purpose of Post: To Support the administration role within the Department
Principal Duties and Responsibilities
The position of Grade IV encompasses both managerial and administrative responsibilities, which include the following:
Administration
• Ensure the efficient day-to-day administration of area of responsibility
• Ensure that deadlines are met and service levels maintained
• Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing the work of the team to ensure quality and accuracy
• Provide support in financial processing in compliance with National Financial Regulations
• Provide support with database management
• 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
• Ensure that stakeholders are kept informed and that their views are communicated to middle management
• Organise and attend meetings as required
• Take minutes at meetings and prepare for timely circulation following meeting
Customer Service
• Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying Line Manager of any deficiencies
• Ensure that customers are treated with dignity and respect
• Act on feedback from customers and report same to Line Manager
Human Resources
• Co-operate and work in harmony with other teams and disciplines
Service Delivery and Improvement
• Actively participate in innovation and support change and improvement initiatives within the service; implement agreed changes to the administration of the service • Encourage and support staff through change processes
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 by own team
• Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, GDPR
• Ensure consistent adherence to procedures within area of responsibility
• Have a working knowledge of the Health Information and Quality Authority (HIQA) 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 as appropriate to the role
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service
The above Job Specification 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.
Should the role be of interest to you please apply in with your current CV.
