Administration Officer

Salary 1:

Grade V (Health Sector Salary Scale) €52,235 - €53,798 - €55,391 - €57,021 - €58,659 - €60,569 - €62,485 LSIs

Tenure: Permanent

Location: The NTPF is based at Ashford House, Tara Street, Dublin 2

Working Arrangement: Blended (Hybrid) working in line with the Civil Service Framework

Hours of Work: 35 hours in line with Government Circulars

Background

The NTPF is a corporate body with functions and responsibilities as set out under Statutory Instrument 179 - National Treatment Purchase Fund (Establishment) Order, 2004 and the Nursing Homes Support Scheme Act 2009.

Its key functions are:

• Arranging for the provision of hospital treatment to classes of persons determined by the Minister.

• Collecting, collating, and validating information on persons waiting for public hospital treatment.

• Agreeing pricing arrangements with private and voluntary nursing homes under the Nursing Homes Support Scheme.

• Furnishing advice to the Minister for Health on related issues.

• Performing any other function assigned by the Minister for Health. Since July 2012 this includes responsibility for the publication of public hospital waiting lists.

In carrying out its functions, the NTPF works closely with the Department of Health, the HSE, acute public hospitals, and private nursing homes across the health system.

The ICT Function

The Information and Communications Technology Department plays a key role in delivering the NTPF strategic objectives. Broadly, this involves the collection, collation, and reporting of hospital inpatient, day case, and outpatient waiting list numbers while ensuring the availability, security, and confidentiality of ICT systems.

The department manages this work through three teams:

Data Analysis and Development

Operations, Infrastructure, and Security

Data Quality and Testing

Future roles that may arise for which the panel may be formed

ICT Data Administrator (Grade V)

The NTPF Data Administrators perform the weekly processing of national waiting list extracts from 47 public hospitals. In addition to the technical processes involved, the data administrators analyse the data received and identify unexpected or out of tolerance movements across hospitals and specialities.

They cross reference data from NTPF commissioning and validation sources as well as communications from hospitals themselves. They communicate with scheduled care contacts in hospitals to gather explanations for unexpected movements and provide data and information where required.

They also prepare reports and recommendations for ICT management to facilitate decisions on whether the data received should proceed or not.

The Data Administrators also engage with scheduled care leads in hospitals and HSE regions on data quality issues related to waiting lists on an ongoing basis.

ICT Tester (Grade V)

The ICT Tester role involves leading and supporting ICT testing activities across NTPF projects. This includes developing detailed test plans for new or upgraded applications, whether developed internally or by third parties, implementing automated testing solutions, and participating in project teams from the initiation stage to provide testing guidance and early familiarisation.

The role also includes collaborating closely with ICT Senior Project Managers, the ICT reports team to review and validate report data, and the ICT Test and Data Completeness and Data Quality Manager on data completeness and data quality initiatives.

The role supports business functions through user acceptance training and may require the creation of user guides and training materials to support the rollout and adoption of new systems.

The Role

The NTPF PAMS system supports the entire NTPF commissioning process from patient identification and selection through to final discharge and reporting. It carries out this function for all inpatient, day case, gastrointestinal endoscopy, and outpatient outsourcing undertaken by the NTPF.

There are over 600 users of PAMS across the NTPF, all public hospitals, and 19 private hospitals on the island of Ireland.

The ICT Applications Support - PAMS will report to the Data Completeness, Data Quality and Test Team Manager (Grade VIII) in the ICT Directorate. The duties of the role will be defined by the Director of ICT and may be adjusted in light of changing priorities.

Responsibilities of ICT Applications Support - PAMS within the ICT Team in the NTPF include:

• Provide technical support to users in the NTPF and across the health system in the various PAMS applications.

• Provide technical support to end users of NTPF applications made available across the health system.

• Identify opportunities for automation and process improvement in PAMS and other NTPF systems.

• Create user guides or training material where required as part of the rollout of ICT projects.

• Carry out ICT testing for new ICT application projects implemented by the NTPF and work closely with ICT Senior Project Managers managing these projects.

• Participate in the weekly processing of inpatient and outpatient waiting list extract files where required.

• Engage with hospitals as part of the weekly inpatient and outpatient processing where required.

• Work with the ICT Test and Data Completeness and Data Quality Manager on data completeness and data quality initiatives.

• Work closely with the ICT reports team reviewing and validating numbers on the numerous reports created by the NTPF reporting team.

• Carry out any other relevant duties assigned from time to time by the National Treatment Purchase Fund.

• Gain knowledge and expertise in relevant NTPF applications.

• Portray a professional and well presented image of the NTPF and the Information and Communications Technology Unit to all stakeholders via phone, email, or in person.

Note: The functions and responsibilities assigned to this position are based on the current requirements of the NTPF. These requirements may change in line with changes in the roles, objectives, or business requirements of the organisation.

Other Responsibilities

• Demonstrate NTPF values in all work activities: People First, Integrity, Collaboration, Innovation, Expertise, and Inclusion.

• Participate in the NTPF performance and development system and ensure appropriate documentation is provided to the manager in a timely manner.

• Perform all tasks necessary to ensure that departmental functions are carried out and that objectives set for the section are achieved in a timely and accurate manner.

Required Competencies

The competencies required for this position align with the Public Appointments Service competency model for this grade. These include competencies in respect of:

i. Team Leadership

ii. Judgement, Analysis and Decision Making

iii. Management and Delivery of Results

iv. Specialist Knowledge, Expertise, and Self Development

v. Interpersonal and Communication Skills

vi. Drive and Commitment to Public Sector Values

Essential Requirements of the Position

Candidates must possess the required knowledge and ability, including a high standard of suitability and administrative ability, for the proper discharge of the office as follows:

• At least three years relevant experience in an administrative or technical role.

And

• Proficiency in the use of Microsoft Office products, particularly Microsoft Excel.

• Ability to gather, analyse, and evaluate information and prepare and present concise oral and written reports.

• Ability to determine priorities and organise workloads under pressure to achieve tight deadlines.

• Proven track record of strong interpersonal and communication skills.

• Ability to work unsupervised.

• An understanding of and empathy with the health sector and the ability to relate positively with other organisations.

And at least one of the following:

• Achieved at least Grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination, Leaving Certificate Vocational Programme, or Leaving Certificate Applied.

Or

• Passed an examination at the appropriate level within the QQI qualifications framework that can be assessed as comparable to Leaving Certificate standard or equivalent or higher.

Desirable:

• A high standard of technical training and experience.

• Excellent knowledge of Microsoft technologies including Windows, Exchange, and Office.

Important Notice

The above represents the principal conditions of service and is not intended to be a comprehensive list of all terms and conditions of employment. Full details will be outlined in the employment contract agreed with the successful candidate.

Application and Selection Process

To apply for this position, applicants should submit:

• A curriculum vitae.

• A cover letter outlining their reasons for considering themselves suitable for the role and highlighting relevant experience that demonstrates how the criteria listed above are met.

• The candidate must indicate in their application their ability to meet the post specific requirements.

(i) EEA Nationals

EEA nationals who do not require work permits, visas, or authorisations are nationals of the following countries:

Austria, Belgium, Croatia, Denmark, Finland, France, Germany, Greece, Ireland, Italy, Luxembourg, The Netherlands, Portugal, Spain, Sweden, United Kingdom, Cyprus, Czech Republic, Estonia, Hungary, Latvia, Lithuania, Malta, Poland, Slovakia, Slovenia, Norway, Iceland, Liechtenstein, Switzerland, Bulgaria, and Romania.

(ii) Non European Economic Area Applicants Who Reside Within the State

To allow processing of your application, you must submit the following scanned documentation:

A scanned copy of your passport showing your identification, specifically the first page showing your photograph and personal details, and your current immigration stamp showing permission to be in the State.

And

A scanned copy of your current Certificate of Registration (GNIB card) showing Stamp 1, Stamp 4, 4EUfam, or Stamp 5.

Or

A scanned copy of your current Certificate of Registration (GNIB card) showing Stamp 3 and scanned copies of the following:

• Marriage or Civil Partnership Certificate

And

• Your spouse’s passport showing identification and current immigration stamp and their current GNIB card showing Stamp 1, Stamp 4, or Stamp 5.

Or

• If your spouse holds a Stamp 2 for the purposes of Doctor of Philosophy study, include a copy of their passport showing identification and current immigration stamp, their current GNIB card showing Stamp 2, and documentary evidence from the relevant educational institution confirming they are a Doctor of Philosophy student.

Applications that are not accompanied by the required documents will be considered incomplete and will not be processed further.