Administrator

PURPOSE OF THE POST: The primary focus of this role is to provide a high level of secretarial and administrative support to the Secretary/General Manager, ensuring the flow of papers and information to the Board and representing the office to staff and external stakeholders, requiring a high degree of confidentiality, integrity and professionalism. The office of the Secretary & General Manager is a busy department and deals with a broad range of queries / issues across the Hospital.

Such as;

• queries relating to Corporate Governance, the Hospital Charter, the Governors, Executive Committee (the Board) and the current Sub-Committees of the Board; Finance, Audit, House, Nominations, QRPS, Co-Location, Executive Ethics, People & Organisation Committees.
• queries from outside bodies /stakeholders such as the Department of Health, HSE, Dublin and South East Health Region, HIQA, NWIHP etc., hospital Solicitors and ongoing national issues that arise due to changes in Government policy, Regulation, Legislation and European directives, etc.
• queries relating to insurance, legal, security, facilities etc. All of which currently fall under the remit of the Secretary & General Manager

QUALIFICATIONS

• Have passed a relevant examination at the appropriate level within the QQI qualifications framework which can be assessed as being comparable to Leaving Certificate standard or equivalent or higher, i.e. FETAC Level 6

TERMS & CONDITIONS TENURE: This is a Full Time permanent contract of employment. REMUNERATION:Remuneration is in accordance with salary scales approved by the Department of Health / Health Service Executive. The salary scale for this post currently ranges from €50,202 to €60,052 gross per annum (Grade V of salary scale). Assimilation onto the scale is based on relevant work experience and in accordance with circular 17/0213 for existing permanent employees. Payment is made on a monthly/fortnightly basis by credit transfer. HOURS: 35 hours per week, exclusive of unpaid rest breaks. ANNUAL LEAVE: 203 working hours per annum. SUPERANNUATION/SPOUSES & CHILDREN’S CONTRIBUTORY PENSION SCHEMES: All employees must join the Superannuation Scheme. An explanatory booklet on the Superannuation Scheme you are aligned to is attached. If you require further details on the scheme please contact the Superannuation Officer, Human Resources on ext. 3360. RETIREMENT AGE: Persons who entered the Public Service before the 1st April 2004 must retire at the age of 65 years and are eligible for their pension entitlements from the age of 60 onwards. Persons who entered the Public Service on or after the 1st April 2004 will be eligible for their pension entitlements from the age of 65 onwards. Persons entering the Public Service from 1st January 2013, i.e. New Entrants, must retire at the age of 70 and are eligible for their pension entitlements from the age of 66 onwards. 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. GARDA VETTING: Satisfactory Garda (Police) vetting is a condition of employment for this position. It is expected, that you fully disclosed all information pertaining to any convictions recorded against you in the Republic of Ireland or elsewhere, or a statement of all convictions and/or prosecutions, successful or not, pending or complete, in the State or elsewhere as the case may be. Failure to do so will result in instant dismissal.

RESPONSIBILITIES & ACCOUNTABILITIES (IN NO PARTICULAR ORDER OF PRIORITY)

• Handle all correspondence in a respectful, timely and confidential manner.
• Be accountable for providing administrative and secretarial support to the Secretary & General Manager.
• Ensure the co-ordination and distribution of papers for Board and Board Sub-Committee meetings.
• Support the Secretary/Manager in the preparation of the monthly report to the Board.
• Maintain records and track key decisions as relate to the Board and Sub-Committees as part of our governance structures.
• Maintain memberships, skill-mix, tenure, annual attendances at meetings, web site etc. as relate to the Board and SubCommittees for auditable purposes.
• Organise/co-ordinate the Board and Sub-Committees’ annual self-assessment process, annual meetings of non-executive members and review of TOR/mandates.
• Update, manage, plan and organise the diary of the Secretary & General Manager.
• Liaise with various Departments and Managers in the Hospital, as appropriate.
• Liaise with various Government Departments/DOH/HSE IEHG, NWIHP, HIQA, IVHA , SCA etc. and other outside bodies as appropriate.
• Co-ordinate and prepare executive responses to routine memos, letters or correspondence for the approval of the Secretary & General Manager.
• Anticipate, co-ordinate and prepare Secretary & General Manager’s agenda items for weekly EMT meetings.
• Screen, triage and respond to incoming calls, emails and other communications.
• Open, sort and distribute correspondence received and determine significance and route.
• Be accountable for proof-reading the Governance sections of the Annual Report prior to printing.
• Provide information as required for the annual Charter Day events.
• Maintain all information relevant to the department including historical information and oversee hospital archives.
• Manage and maintain a filing system ensuring compliance with records policies and protocols.
• Maintain inventory and office supplies. Anticipate office needs.
• Any other duties deemed appropriate to the post.

POLICIES AND PROCEEDURES: For a full list of all the Hospitals Policies and Procedures please refer to q-pulse. In particular, those as outlined within the Contract of Employment which you are required to familiarise and comply with, during the course of your employment. QUALITY: To ensure the provision of the highest possible quality of service to our patients, all employees at the National Maternity Hospital have a responsibility to ensure adherence to and participation in internal and external quality control and assurance programmes on an ongoing basis.

HEALTHCARE ASSOCIATED INFECTIONS (HCAIS):

In order to reduce the risk of HCAIs, compliance with Infection Prevention and Control policies and the attendance at infection control training, are essential for all staff members. It is paramount that each staff member practice good hand hygiene techniques. Staff members have a responsibility to report any obstacles to maintaining high standards of Infection Control and hand hygiene to their line manager or Infection Control Team

REMINDER ON CONFIDENTIALITY: In the course of his / her employment, the person appointed may have access to or hear information concerning the medical or personal affairs of patients or staff or other health service business. Such records or information are strictly confidential and unless acting on instructions of an authorised officer on no account must information be divulged or discussed except in the performance of normal duty. 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/destroyed in accordance with policy when no longer required.

Note: This job description is an outline of current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. As the role develops in the Hospital this job description may be reviewed in light of possible new structures and/or changing needs of the Hospital Salary: €50,202 - €60,052 per year