Assistant Staff Officer, Bookings & Validation Department

Qualifications & Experience

A candidate must, on the latest date for receipt of applications for the post:

● Meet the Department of Health & Children’s educational criteria set down for Grade IV posts

● Have knowledge of arrangements for the processing of public & private patients in a public hospital

● Have experience in scheduling patients

● Have experience in dealing with patients, staff and public

● Have sufficient knowledge and experience of health service provision, particularly as applies to the Irish acute hospital setting

● Have excellent communication and interpersonal skills

● Have excellent organisational skills, negotiation skills and influencing skills

● Have excellent numerical skills and analytical skills

● Have excellent typing skills

● Be solution focused

● Demonstrate sufficient administrative capacity to discharge the post including good IT skills and a working knowledge of the Patient Administration System (iPMS)

● Have a high capacity for responsibility & individual initiative

Desirable

● Knowledge of the National Inpatient, Day Case, Planned Procedure (IDPP) Waiting List Management Protocol

● Knowledge of Trust in Care

Note:

If being processed for appointment, original documentation will be sought for:

● All qualification requirements for the post

● Any additional qualification(s) that you may be awarded marks for at interview

In the event that a number of years’ experience is required for a post, you will be requested to:

● Provide documentary evidence that you possess same

Character

A candidate for and any person holding the office must be of good character.

Health

A candidate for and any person holding the post must be fully competent and capable of undertaking the duties attached to the post and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

For the purpose of satisfying the requirements as to health, the successful candidate, before being appointed, shall undergo a pre-placement health assessment. This assessment will be provided by the Hospital.

Purpose of Post

● Ensuring the efficient and effective scheduling of theatre lists, processing of patient bookings/validation, including the organisation and scheduling of theatre lists as required

● Ensuring, in line with the ethos of the B&V Department, the provision of the highest quality of service to all our patients in a friendly, safe and caring environment

● Ensuring provision of an effective, efficient service in a timely manner with equal access for all patients

● Managing the day-to-day operations of waiting lists and associated activities

● Participating with the Booking and Validation Manager, Booking & Validation Supervisor, key stakeholders, and other staff in ensuring the efficient planning and organisation of theatre lists

● Managing and booking of waiting lists in line with the SSWHG IDPP

Main Duties & Responsibilities

● Management and booking of theatre lists under your responsibility, including in-house and external referrals

● Covering other B&V roles as required

● Ensuring robust communications with consultants, medical teams, other hospitals and multidisciplinary teams to maximise theatre lists

● Implementing hospital admission policy & waiting list policy; achieving target waiting times

● Booking inpatient/day case patients for elective admission

● Sending admission letters and communicating cancellations

● Participating in weekly bed management meetings; providing updates afterward

● Validating booking forms returned to B&V

● Recording forms sent to Pre-Assessment Unit

● Liaising with Theatre Manager, Bed Management and Anaesthetics for vacant theatre lists

● Entering patient data on the Admission Booking Form in PAS within 72 hours of completion

● Ensuring integrity of admission forms, especially for private patient referrals

● Being familiar with hospital charges and patient eligibility

● Working closely with Pre-Admission, consultants, and multidisciplinary staff for admissions and deferrals

● Frontline communication with patients, relatives, GPs, and staff

● Preparing and issuing admission letters and instructions

● Preparing new patient medical record charts

● Distributing patient admission and theatre lists in a timely manner

● Keeping the B&V Manager/Supervisor informed of changes related to admissions and insurance

● Ensuring accurate data entry: cover level, procedure code, PHI membership, medical card

● Completing ad hoc reports as required

● Maintaining awareness of patient care priorities

● Maximising scheduling efficiency

● Performing ad hoc duties like validation and waiting list booking

● Managing booking forms and reporting to B&V Manager/Supervisor

● Attending mandatory and relevant training sessions; training new staff

● Attending relevant meetings and events, including cover for senior staff when required

● Assisting in implementing procedural, technical, or system changes

● Collaborating across departments to meet goals

● Fostering a collegial, inclusive environment

● Providing instruction and supervision on health & safety measures

● Adhering to all hospital guidelines, including infection control and environmental management

● Participating in internal and external audits

● Ensuring safety in line with the Safety, Health & Welfare at Work Act 2005

● Working within a risk management framework to meet HIQA standards

● Reporting incidents involving patients, staff or the public immediately

● Complying with all hospital policies (e.g., hygiene, risk management)

● Undertaking other duties as assigned by the Chief Executive, B&V Manager or deputies

Note

This job description outlines the general duties and responsibilities and will be subject to change as required to fit the evolving needs of the hospital and service.

Particulars of the Post

1. Remuneration

Salary Scale: €35,256 – €54,370 per annum (fortnightly payment)

Incremental credit may apply for recognised experience in public service bodies (locally or abroad). Submit Salary Confirmation Form within the first year of employment.

2. Status

Permanent, full-time, and pensionable

3. Annual Leave

28 days per annum (pro-rata), plus public holidays under the Organisation of Working Time Act, 1997

4. Working Hours

35 hours/week. Flexibility between 8am–8pm, 7 days/week, may be required

5. Superannuation

Dependent on entry date and previous public service. Information provided upon employment

6. Probation

9-month probationary period, extendable by 6 weeks. Reviews every 3 months

7. Notice

4 weeks’ written notice or forfeit of 1 month’s salary

8. Healthcare Insurance

VHI/LAYA deduction available for permanent or long-term temporary employees

9. Confidentiality

All staff must maintain confidentiality regarding patient and staff information. Breach may result in dismissal

10. Safety, Health and Welfare

All employees must comply with the Hospital's Safety Statement and relevant regulations

11. Policies & Procedures

All staff must adhere to the hospital's PPPGs available on the intranet or library

12. Personal and Hospital Property

Hospital not responsible for lost or damaged items. Management reserves right to search personal property on premises. CCTV in operation

13. Garda Vetting

Mandatory for roles involving contact with children or vulnerable adults. Non-compliance or false information will disqualify candidates