Activities Coordinator Occupational Therapy Department

Activities Coordinator

Occupational Therapy Department

Job Specification & Terms and Conditions

Job Title and Grade

Activities Coordinator

Occupational Therapy Department

Campaign Reference

SCH/012/2026

Closing Date

Tuesday 17th February 2026 @ 17:00hrs

Proposed Interview Date (s)

Interviews will be held as soon as possible after the closing date. This is subject to change. Candidates will normally be given at least one weeks’ notice of interview. The timescale may be reduced in exceptional circumstances.

Taking up Appointment

A start date will be indicated at job offer stage

Organisational Area

HSE, St Columcille’s Hospital, Loughlinstown, Co Dublin

Location of Post

Occupational Therapy Department, St Columcille’s Hospital

Ospidéal Cholm Cille, Bóthar Bhré, Baile Uí Lachnáin, Co. Bhaile Átha Cliath D18 V9K1

St. Columcille's Hospital, Bray Road, Loughlinstown, Co. Dublin D18 V9K1

There is currently one permanent, whole-time vacancy available in St Columcille’s Hospital.

A panel may be formed as a result of this campaign for Activities Coordinator from which current and future, permanent and specified purpose vacancies of full or part-time duration may be filled.

Informal Enquiries

Ms Sarah Kennedy

Occupational Therapy Manager,

Email sarah.kennedy7@hse.ie

Phone 01 2115119

Details of Service

St. Columcille’s Hospital is located on the border of County Wicklow. It is a model 2 hospital and is aligning itself to the Sláintecare vision. It has 117 inpatient beds and provides a range of services to a diverse population covering South County Dublin and County Wicklow. St. Columcille’s Hospital is committed to providing a quality, patient focused service in a way that meets all patient needs in an equitable, efficient and safe manner. We acknowledge the contribution of each member of staff and aim to encourage and support them in their on-going professional development. Services include a 7/7 Local Injury Unit, 7/7 Medical Assessment Unit, 113 medical inpatient beds incorporating Stroke & Ortho Rehab Units, Endoscopy, a 5/7 Day Surgery Unit, an Outpatient Department, Radiology and various diagnostic services for local GPs. St. Columcille’s Hospital acts as a hub and spoke model for integrated care. Located in St. Columcille’s Hospital is the National Centre for all obesity management and the National Gender Service.

Reporting Relationship

Reports to Occupational Therapist Manager and/or supervising Occupational Therapist/s.

Works as a member of the Occupational Therapy team.

Responsible to for professional supervision: The Activities Co-ordinator reports to the Occupational Therapist Manager or supervising Occupational Therapist

Responsible to for Line management: The Activities Co-ordinator reports to the Occupational Therapist Manager or supervising Occupational Therapist

Purpose of the Post

To Plan, Organise & deliver meaningful therapeutic & social activities for inpatients within the hospital setting, promoting independence , wellbeing & quality of life in line with individual care plans.

The activities co-ordinator will work with the patients & staff to provide a comprehensive activities programme.

Principal Duties and Responsibilities

Clinical

Local arrangements may apply. Duties include but are not limited to the following.

· To plan, co-ordinate & facilitate individual and group activity programmes appropriate to patients functional, cognitive, emotional & social needs.

· Support rehabilitation goals as directed by the MDT team.

· Encourage participation, motivation & engagement in therapeutic activities.

· Monitor patient responses and report progress, concerns or changes to the Occupational Therapist or MDT team.

· To assist with orientation, cognitive stimulation, mobility-based activities and leisure programmes.

· Promote dignity and independence at all times.

· To lead out on Get up, Get Dressed, Get moving initiatives.

• To engage in purposeful activities
• To maintain appropriate occupational roles and habits
• To maintain/develop a sense of personal empowerment and esteem
• To maintain/develop occupational performance ability, including, cognitive skills, social interaction and physical ability
• To carry out the assigned and delegated interventions either jointly with the Occupational Therapist, independently and unaccompanied or in collaboration with appropriate other staff

· To prepare the environment for the above mentioned interventions, according to the client needs and therapeutic goals.

• To assist in moving and handling of clients for assessments/ treatments as necessary
• To respect clients and staff, showing dignity, courtesy and professionalism at all times in line with all HSE Policies and Procedures.
• To prepare the required equipment and treatment areas and if required to explain the intervention
• To provide verbal and physical prompting as required to complete the task(s)
• To assist with CPR and emergency First aid if required.
• To record and maintain records of interventions and outcomes as appropriate and to communicate same to the Occupational Therapist Manager.
• To liaise with other staff and agencies in the provision of therapeutic programmes
• To maintain professional standards in relation to confidentiality, ethics, and relevant legislation
• To operate in accordance with local department guidelines
• Report back to the Occupational Therapists all relevant information with regard to the client.
• To familiarise and comply with Trust in Care and Data Protection and any other relevant documents
• To undertake such other duties appropriate to the post as may be assigned on occasion to him/her by the Occupational Therapist Manager or supervising Occupational Therapist.
• To maintain and create a positive & supportive relationship with staff on the wards and encourage staff to get involved with activities.
• Collaborate with the fundraising to relevant events or specific therapeutic equipment or interventions
• To manage time to include some activities on an individual or group setting and allowing time to complete office based tasks on a day by day basis.
• To manage a weekly schedule of patient activities.

Communication & Teamwork

· To communicate effectively with patients, families , carers & staff

· To Maintain professional boundaries & confidentiality

· To Liaise with Volunteers & other organisations as required to support involvement in activity programmes.

The Activities Co-ordinator will complete the relevant duties assigned to the post, to the specifications agreed with the Occupational Therapist Manager and/or the supervising Occupational Therapist.

To carry out, under the supervision of an Occupational Therapist

Education and Training

Local arrangements may apply. Duties include but are not limited to the following.

• To participate in mandatory training as and when required: Health and Safety, Infection Prevention and Control, Hand hygiene, Children First, Fire Prevention and Control, Manual handling, Cardiopulmonary Resuscitation and any other relevant or site specific training.
• To undertake relevant recommended training including in-service training in skills required to carry out the necessary functions of the Activities Co-Ordinator role as deemed appropriate by the Occupational Therapist Manager which could include MAPA (management of acutual and potential aggression), and sharps awareness etc.
• To be familiar with Incident and accident reporting and the area risk management protocols, Complaints procedure, Employee manual and other relevant policies appropriate to the Occupational Therapy staff

Health and Safety

Local arrangements may apply.Duties include but are not limited to the following.

• To familiarise and comply, at all times, with all relevant Statutory, Employer policies, Local and Departmental policies, procedures, guidelines and protocols in relation to all aspects of Health and Safety of the patient, staff and self: Infection Prevention & Control, Hand Hygiene, Children First, Fire Prevention and Control, Lone Working, Stress Prevention and Management, Managing Aggression & Violence, Manual handling, Waste, Water and Energy Management and any other relevant Health and Safety document.
• To report any Activity equipment or stock items which require maintenance or repair
• To maintain a healthy and safe working environment for self, other staff and clients through an awareness and application of health and safety policies.
• Report any incident or potential incident which may compromise the health and safety of clients, staff or visitors and take appropriate action.
• To adhere to the procedure with regard to: timely notifications to the supervising Occupational Therapist and/or the Occupational Therapist Manager of sickness, annual leave and all types of leave in accordance with the Employer Managing attendance policy
• To adhere to the Employer Uniform Policy at all times.
• General upkeep and maintenance of intervention areas in keeping with Infection Control and Health & Safety Standards.

The above job description is not intended to be a comprehensive list of duties & responsibilities and consequently the post holder may be required to perform other duties as appropriate to the post which may be assigned from time to time and contribute to the development of the post when in office. This job description may change in line with the changing needs and objectives of the organisation.

Flexibility

One or more of the above mentioned duties may be assigned to the Activities Co-Ordinator and may be in any area or the department or the service. This post requires a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore the post holder will be required to demonstrate flexibility on occasion as and when required by their manager.

Eligibility Criteria

Qualifications and/ or experience

(a) Eligible applicants will be those who on the closing date for the competition:

(i)

QQI Level 5 (or equivalent) in healthcare support, social care , Therapeutic recreation or community care

Or

(ii)

Possess a relevant healthcare qualification at not less than Level 5 on the National Framework of Qualifications (NFQ) maintained by Quality and Qualifications Ireland (QQI)

Or

(iii)

Are currently employed as an Occupational Therapy Assistant, Healthcare Assistant, Attendant, Multi-Task Attendant or in a comparable role for at least 1 year and give an undertaking to acquire the appropriate Level 5 or Occupational Therapy Assistant training programme within 1 year of taking up duty.

And

(b) Candidates must have the personal competence and capacity to properly discharge the duties of the role.

Desirable

(C) (i) Minimum of 1 year experience in previous area

(ii) experience in recreational therapy , health & social care , psychology , occupational therapy assistant , rehabilitation support

(iii) Vocational qualifications specific to activities coordination or therapeutic recreation or certificate as a therapeutic recreation specialist.

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

· Demonstrate relevant depth and breadth of employment within the last 4 years in a healthcare environment providing direct care to patients

Other requirements specific to the post

· Full clean drivers licence.

· Access to own transport as post will involve frequent travel across hospital sites and in the community.

Skills, competencies and/or knowledge

Demonstrates the following:

Knowledge:

• Demonstrates good understanding the frail elderly population and understands the impact of rehabilitation, recovery, maintenance of function and promoting independence.
• Demonstrates a good understanding of dementia, cognitive impairments & delirium and how symptoms may present in a hospital environment.
• Demonstrates evidence of engagement and interest in carrying out everyday life, artistic and creative activities with clients.
• Knowledge of group facilitation techniques and engagement strategies.
• Understanding of cognitive stimulation, leisure activities, social participation & therapeutic recreation.
• Knowledge of adaptive approaches for varying physical and cognitive abilities. [1]
• Awareness of outcome measures and feedback collection for activity programmes.
• Demonstrates good computer skills and willingness to learn Microsoft Excel, Microsoft Word, Microsoft Power point and other relevant IT systems.
• Demonstrates an ability to understand and comply with health and safety requirements in work situations
• Demonstrates knowledge of and ability to comply with Infection Prevention and Control Standards

Communication and Interpersonal Skills

• Demonstrate evidence of ability to empathise with and treat clients, relatives and colleagues with dignity and respect.
• Demonstrates the ability to communicate effectively with a wide range of people, particularly in listening, giving explanations/directions and in reporting back on observations
• Demonstrates ability and understanding in working with people with complex needs/disabilities and/or behaviour that challenges.
• Demonstrates ability and knowledge of working with and motivating people in individual and group situations
• Demonstrates literacy skills and proficiency in the English language (both verbal and written) so as to effectively carry out the duties and responsibilities of the role

· Potential to cope with difficult or stressful situations.

Teamwork

• Demonstrates evidence of being able to work collaboratively with other staff in carrying out work tasks
• Demonstrate effective team skills including the ability to work as member of a multidisciplinary team and maintain good working relationships.
• Demonstrates the ability to follow the directions of the Occupational therapist or Occupational Therapy Manager appropriately and to utilise supervision effectively.

Planning & Organising

• Demonstrates organisational skills and practical competence with regard to work/activity preparation, preparing and following timetables, ordering resources and manage self in a busy work environment.
• Demonstrates good time management skills in carrying out both administrative and clinical duties.
• Demonstrates ability to follow through independently on work tasks as instructed by an Occupational Therapist.
• Demonstrate consistency and reliability
• Demonstrate the ability to effectively carry out the duties and responsibilities of the role.
• Demonstrate flexibility and openness to change

Quality & Patient Focus

• Demonstrates evidence in continuous learning and development in the area of health and social services
• Demonstrates a commitment to continuous professional development
• Demonstrates their understanding of the Occupational Therapy Department Policies, Procedures and Guidelines that they read and applied them in the daily practice.
• Demonstrate awareness and ability to respect and maintain confidentially.

· Motivation and commitment to the provision of a quality and person centred service.

· Demonstrates the required skills to maintain a tidy and welcoming environment that is in line with Health and Safety Standards.

· Demonstrate ability to utilise supervision effectively

• Display ability in making effective decisions with regard to clients care

Demonstrate an interest in contributing to alternative methods/new ways of working to improve patient care.

Campaign Specific Selection Process

Ranking/Shortlisting/ Interview

A ranking and/or short-listing exercise may be carried out on the basis of information supplied in your application form. The criteria for ranking and or short-listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore it is very important that you think about your experience in light of those requirements.

Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process.

Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview in ‘bands’ depending on the service needs of the organisation.

Code of Practice

The Health Service Executive / Public Appointments Service will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA). The Code of Practice sets out how the core principles of probity, merit, equity and fairness might be applied on a principle basis. The Code also specifies the responsibilities placed on candidates, facilities for feedback to applicants on matters relating to their application when requested, and outlines procedures in relation to requests for a review of the recruitment and selection process and review in relation to allegations of a breach of the Code of Practice. Additional information on the HSE’s review process is available in the document posted with each vacancy entitled “Code of Practice, information for candidates”.

Codes of practice are published by the CPSA and are available on www.cpsa.ie

The reform programme outlined for the Health Services may impact on this role and as structures change the job description may be reviewed.

This job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

Terms and Conditions of Employment

Tenure

The current vacancy available is Permanent 1 WTE The post is pensionable

A panel may be created for Temporary Occupational Therapy Assistant, GUH from which specified purpose vacancies of full or part time duration may be filled

Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

Remuneration

The salary scale for the post (as at 01/08/2025)

€35,788, €37,252 ,€38,794, €39,204, €40,211, €41,082 ,€42,336 €43,636, €44,984

New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

Working Week

The standard working week applying to the post is 39 hours for full time role or 25.35 for part time role

HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016).

Annual Leave

The annual leave associated with the post will be confirmed at job offer stage

Superannuation

This is a pensionable position with the HSE. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Members of pre-existing pension schemes who transferred to the HSE on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme which are no less favourable to those which they were entitled to at 31st December 2004.

Age

The Public Service Superannuation (Age of Retirement) Act, 2018* set 70 years as the compulsory retirement age for public servants.

* Public Servants not affected by this legislation:

Public servants recruited between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age.

Public servants recruited since 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70.

Probation

Every appointment of a person who is not already a permanent officer of the Health Service Executive or of a Local Authority shall be subject to a probationary period of 12 months as stipulated in the Department of Health Circular No.10/71.

Mandated Person Children First Act 2015

As a mandated person under the Children First Act 2015 you will have a legal obligation

· To report child protection concerns at or above a defined threshold to TUSLA.

· To assist Tusla, if requested, in assessing a concern which has been the subject of a mandated report

You will remain a mandated person for the duration of your appointment to your current post or for the duration of your appointment to such other post as is included in the categories specified in the Ministerial Direction. You will receive full information on your responsibilities under the Act on appointment.

Protection of Persons Reporting Child Abuse Act 1998

As this post is one of those designated under the Protection of Persons Reporting Child Abuse Act 1998, appointment to this post appoints one as a designated officer in accordance with Section 2 of the Act. You will remain a designated officer for the duration of your appointment to your current post or for the duration of your appointment to such other post as is included in the categories specified in the Ministerial Direction. You will receive full information on your responsibilities under the Act on appointment.

Infection Control

Have a working knowledge of 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.

Health & Safety

It is the responsibility of line managers to ensure that the management of safety, health and welfare is successfully integrated into all activities undertaken within their area of responsibility, so far as is reasonably practicable. Line managers are named and roles and responsibilities detailed in the relevant Site Specific Safety Statement (SSSS).

Key responsibilities include:

· Developing a SSSS for the department/service[2], as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.

· Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection.

· Consulting and communicating with staff and safety representatives on OSH matters.

· Ensuring a training need assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.

· Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with HSE procedures[3].

· Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.

· Reviewing the health and safety performance of the ward/department/service and staff through, respectively, local audit and performance achievement meetings for example.

Note: Detailed roles and responsibilities of Line Managers are outlined in local SSSS.

[2] A template SSSS and guidelines are available on the National Health and Safety Function/H&S web-pages

[3] See link on health and safety web-pages to latest Incident Management Policy