Assistant Staff Officer

Principal Duties and Responsibilities Waiting List Management • Management of inpatient, daycase & planned procedures waiting lists in line with the National IDPP Waiting List Management Protocol to ensure there is a consistent and standardised approach to scheduling and management of all elective patients. • Ensure that patients are added to the Inpatient, Daycase & Planned Procedure waiting list in a timely manner in line with the national protocol. • Work closely with Consultant Led Teams to ensure that theatre capacity is utilized to its full capacity & ensuring that patients are appropriately scheduled, firstly by clinical priority and then chronologically (treat in turn) • Coordination and management of Waiting List initiatives such as insourcing & outsourcing of patients to external facilities. Ensuring this process is managed in line with hospital policy. • Validation of inpatient, daycase & planned procedure waiting lists

General Administrative Duties: • Assist in the provision of an efficient and effective administrative service within the Scheduled Care Department • Ensure administrative procedures are undertaken in the area according to Health & Safety Regulations • Ensure correct patient demographic information, telephone contact and eligibility data are readily available in case the patient can come in at short notice • Liaise with consultants and medical teams as required • Ensure patient confidentiality and that the service is at all times focused on a Quality Service to the individual patient. • Liaise with staff in other departments, the public and other outside agencies in a confidential and friendly manner

Team Responsibilities: • Providing cover for the wider Schedule Care Team in the absence of other teams members as directed • Assist the Schedule Care Manager in proactively considering best proactive arrangements which would support the modernization of the department where this will have an impact on numbers waiting or wait times and take steps to identify requirements and appropriate action in these cases • Monitor email and manage queries and follow ups generated • Maintaining and updating computer based systems as required

Customer service • Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying the line manager of any deficiencies • Contribute to the professional organization and management of Schedule Care by providing clerical and administrative support to all Patient Service areas within the hospital ensuring a patient focused and service driven approach.

Standards, policies, procedures and legislation • Maintain knowledge of relevant employer policies, procedures, protocols and guidelines to perform the role effectively and to ensure current work standards are met. • Maintain knowledge of relevant regulations and legislation, e.g. Employment Legislation ,Health and Safety Legislation, Financial Regulations, , FOI and Data Protection Acts, etc. • Ensure consistent implementation of and adherence to procedures within own area of responsibility. • Contribute to the formulation and review of HSE strategies, policies, procedures and protocols by putting forward suggestions for consideration to line manager.

The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications/Experience Eligible applicants will be those who on the closing date for the competition: Have satisfactory experience as a clerical officer in the HSE, TUSLA, other statutory health agencies, or a body which provides 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 Irish1. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination. Or Have completed a relevant examination at a comparable standard in any 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). Note1:

Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. The Leaving Certification Applied Programme does not fulfil the eligibility criteria

Experience relevant to the role Candidates must possess experience in a role that has involved a variety of Schedule Care Department related duties Post Specific requirements • Awareness of key external policies relating to Scheduled Care (NTPF) • Experience in waiting list management • Knowledge of Hospital Information Systems

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 Health & Safety These duties must be performed in accordance with the hospital health and safety policy. In carrying out these duties the employee must ensure that effective safety procedures are in place to comply with the Health, Safety and Welfare at Work Act. Staff must carry out their duties in a safe and responsible manner in line with the Hospital Policy as set out in the appropriate department’s safety statement, which must be read and understood.

Skills and Competencies Professional Knowledge & Experience • Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role. • Maximise the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc. • Demonstrate the ability to work in line with relevant policies and procedures.

Planning and Managing Resources • Demonstrate the ability to plan and organise own workload and that of others in an effective and methodical manner within strict deadlines, ensuring deadlines are met. • Sets realistic goals and time-scales, taking account of potential problems and competing priorities. • Devotes time and energy to the most important task at any given time. • Maintains an awareness of value for money. Commitment to a Quality Service • Demonstrate a commitment to providing a quality service. • Demonstrate awareness and appreciation of the service user and has strong customer service skills. • Embraces the change agenda; demonstrates flexibility, initiative and adaptability in a changing work environment.

Evaluating Information, Problem Solving & Decision Making • Demonstrate numeracy skills, the ability to evaluate information, problem solve and make effective decisions. • Makes decisions and solves problems in a timely manner before they accumulate. • Gathers information from enough sources and other people to make well founded decisions / solve problems.

Team working • Demonstrate the ability to work on own initiative as well as part of a team. • Contributes to a positive team spirit. • Demonstrates a willingness to become involved and help team members if they are under pressure. • Enjoys working as part of a team and be able to demonstrate the qualities that make a good team player.

Communication & Interpersonal Skills • Effective communication skills including the ability to present information in a clear and concise manner. • Strong written communication skills. • Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect. • Demonstrate the ability to influence people and events.

Quality, Risk & Safety Responsibilities It is the responsibility of all staff to: Participate and cooperate with legislative and regulatory requirements with regard to

Quality, Risk and Safety. Participate and cooperate with Children’s Health Ireland Quality and Risk and Safety initiatives as required. Participate and cooperate with internal and external evaluations of hospital structures, services and processes as required, including but not limited to: National Standards for Safer Better Healthcare National Standards for the Prevention and Control of Healthcare Associated Infections HSE Standards and Recommended Practices for Healthcare Records Management HSE Standards and Recommended practices for Decontamination of Reusable Invasive Medical Devices (RIMD) Safety audits and other audits specified by the HSE or other regulatory authorities. To initiate, support and implement quality improvement initiatives in their area which are in keeping with the hospitals continuous quality improvement programme. It is the responsibility of all managers to ensure compliance with regulatory requirements for Quality, Safety and Risk within their area/department Duration of post

The current vacancy available is 1 x permanent vacancy. It is whole time, 35 hours per week. The post is pensionable. 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 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

Remuneration The salary scale for the post (as at 01/03/2025) is: €35,256, €37,367, €38,215, €40,356, €42,317, €44,033, €45,694, €47,935, €49,563, €51,206, €52,768, €54,370 LSls Annual Leave Annual leave and public holidays are granted in accordance with the provisions of the Organisation of Working Time Act, 1997. The annual leave entitlement for this grade, based on the standard hours of attendance is 28 days (exclusive of statutory public holidays) per completed year of service. You are entitled to pro-rata of this amount for periods of employment of less than one year. Working Week

The standard working week is 35 hours per week. 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).

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.