Administrative Officer

Key Responsibilities

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

• Undertake duties appropriate to the grade as assigned by the Deputy Patient Services Manager and Patient Services Manager.
• Provide direct management support for Grade IV supervisors. Deputise for the Patient Services Manager and/or Deputy Patient Services Manager as required.
• Ensure optimum and effective use of staff within the areas of Patient Services to avoid backlogs, where possible, with adequate planning and monitoring of resources.
• Prepare items for Head of Department (HOD) attention.
• Take minutes at meetings and prepare them for circulation following meetings.
• Conduct regular audits where required and develop Quality Improvement Plans.
• Manage staff attendance, including return-to-work interviews, and liaise with Human Resources, ensuring appropriate documents are completed.
• Ensure waiting lists are managed and access to scheduled care is provided within the national standards set out by the NTPF In-Patient, Day Case and Planned Procedure Waiting List Management Protocol.
• Ensure outpatient waiting lists are managed and access to outpatient services is delivered within the national standards set out by the NTPF National Outpatient Waiting List Management Protocol.
• Ensure staff are trained in NTPF protocols.
• Attend meetings when required for the Patient Services Manager/Deputy Patient Services Manager.
• Ensure staff under your supervision are appropriately trained to discharge their duties and fully understand the confidential nature of their work.
• Participate in and cooperate with measures to initiate and improve services.
• Ensure that services and resources are provided and maintained as required within the Patient Services Department.
• Promote policies, procedures, and guidelines.
• Promote adherence, ensuring that Medical Records are managed in line with National Standards.
• Attend team meetings when required.
• Promote a culture of respect and ensure that service users and colleagues are treated with dignity and respect at all times.
• Be familiar with the Hospital's Major Emergency Plan and the role of the administrative services within that plan.
• Promote awareness of Health & Safety in the workplace.
• Carry out any other duties as may be assigned from time to time by the Patient Services Manager.

Staff Supervision

• Ensure optimum and effective use of staff through appropriate allocation of staff to Patient Services areas.
• Conduct regular staff meetings to keep staff informed and to hear staff views.
• Pursue and promote continuous professional development to develop management expertise and professional knowledge. This includes completing Performance Achievement meetings in a timely manner for all staff under the remit of the Staff Officer.
• Promote and maintain a safe working environment for all staff and ensure that all Risk Management and Health & Safety strategies, policies, and procedures are implemented.
• Adhere to and implement Human Resources policies and procedures and Occupational Health policies and procedures.
• Promote an attendance culture and actively engage in measures to improve attendance.
• Foster good working relationships with hospital staff and external agencies.

Training and Development

• Conduct regular training needs analyses for Patient Services staff.
• Ensure the provision of comprehensive training to Patient Services staff.
• Ensure effective induction processes are in place for new staff.
• Organise mandatory training requirements for all staff within the department in compliance with hospital policies.
• Attend appropriate in-service training and education programmes and facilitate staff attendance.

Confidentiality

In the course of your employment, you may have access to, or hear information concerning, the medical or personal affairs of patients and/or staff, or other Health Service business. Such records and information are strictly confidential and, unless acting on the instructions of an authorised officer, under no circumstances must information concerning staff, patients, or other Health Service business be divulged or discussed except in the performance of normal duties.

In addition, records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.

You are required to comply with legislation relating to the General Data Protection Regulation (GDPR).

It is expected that, in the normal course of events at hospital level, the role will evolve as professional and service demands change. Management structures, budgetary processes, and training/education initiatives are subject to ongoing development to facilitate the exercise of the devolved functions outlined above.

This job description is not intended to be a comprehensive list of all duties attached to the post. Consequently, the post holder may be required to perform other duties appropriate to the post, as assigned from time to time. Flexibility is required when dealing with new or emerging situations and emergencies.

This job description outlines the main responsibilities and duties of the post and is subject to review and amendment to reflect the changing needs of the hospital service. The pace of change in healthcare delivery requires adaptability. The successful candidate will be expected to establish, maintain, enhance, and develop their professional knowledge, skills, and abilities to respond effectively to evolving service requirements.

Eligibility CriteriaQualifications and/or Experience

Education and Experience Requirements

Each candidate must, by the latest date for receipt of completed applications:

• Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body providing services on behalf of the HSE under Section 38 of the Health Act 2004.

Or

• 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 must also have obtained at least Grade C on Higher Level papers in three subjects.

Or

• Have completed a relevant examination at a comparable standard in an equivalent examination in another jurisdiction.

Or

• 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).

And

• Possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

Note: Candidates must achieve a pass in Ordinary or Higher Level papers. A pass in Foundation Level papers is not acceptable.

Candidates must have achieved these grades on the Leaving Certificate Established Programme or the Leaving Certificate Vocational Programme.

The Leaving Certificate Applied Programme does not satisfy the eligibility criteria.

Ranking / Shortlisting / Interview

A ranking and/or shortlisting exercise may be carried out based on the information supplied in your application form. The criteria for ranking and/or shortlisting are based on the requirements of the post as outlined in the eligibility criteria and the skills, competencies, and knowledge section of this job specification.

It is therefore very important that you consider your experience in light of these requirements.

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

Candidates successful at the ranking stage (where applied) will be placed on an order of merit and invited to interview in bands, depending on the service needs of the organisation.

Age

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

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.

Garda Vetting

Applicants who do not comply with the hospital's Garda Vetting requirements will be excluded from the competition.

Health

Candidates, 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 that indicates a reasonable prospect of providing regular and efficient service.

Character

Candidates, and any person holding the office, must be of good character.

Required Competencies, Skills and/or KnowledgeProfessional Knowledge & Experience

• Demonstrate knowledge and experience relevant to the role, as outlined in the duties and responsibilities, eligibility criteria, and post-specific requirements.
• Maximise the use of ICT, demonstrating excellent computer skills, particularly in Microsoft Office, Outlook, and related applications.
• Demonstrate the ability to work in line with relevant policies and procedures.
• Demonstrate commitment to developing professional knowledge and expertise.

Planning and Managing Resources

• Demonstrate the ability to effectively plan and manage your own workload and that of others in a methodical manner while meeting strict deadlines.
• Demonstrate the ability to manage deadlines and handle multiple tasks effectively.
• Demonstrate the ability to manage within allocated resources and respond to changes in plans.
• Maintain awareness of value for money.

Commitment to Quality Service

• Demonstrate awareness and appreciation of the service user and a strong commitment to delivering quality service.
• Embrace and promote change, demonstrating flexibility, initiative, and the ability to adapt to and implement change.
• Support the team through service improvement and change processes.

Evaluating Information, Problem Solving & Decision Making

• Demonstrate numeracy skills and the ability to analyse and evaluate information and make effective decisions.
• Recognise when it is appropriate to refer decisions to a higher level of management.
• Demonstrate initiative in resolving issues and proactively develop proposals and recommend solutions.
• Make decisions and resolve problems promptly before they escalate.

Team Working

• Demonstrate the ability to work independently and as part of a team while promoting a positive team spirit.
• Demonstrate leadership potential, the ability to manage the performance of others, and support staff development.
• Work collaboratively to establish a shared sense of purpose and unity.

Communication & Interpersonal Skills

• Demonstrate excellent verbal and written communication skills, presenting information clearly and concisely.
• Demonstrate the ability to influence people and events and build and maintain relationships with a wide range of stakeholders.
• Treat others with dignity and respect.

Tenure

The appointment is temporary, for a 12-month contract, and is pensionable.

The position is whole-time, working 35 hours per week.

A panel may be established from which temporary whole-time vacancies may be filled during the lifetime of the panel.

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

Remuneration

The salary scale for the post (as of 01/06/2026), Grade Code 0566, is:

€52,758, €54,336, €55,945, €57,591, €59,245, €61,174, €63,110 (LSIs)

New appointees to the grade will commence at the minimum point of the salary scale.

Incremental credit will be applied for recognised relevant service in Ireland and abroad in accordance with 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, other Public Service Bodies, and Statutory Agencies.