Assistant Staff Officer IV

Assistant Staff Officer IV (Telephonist/Receptionist)

St Columcilles Hospital Loughlinstown

(Grade Code: 0558)

Review the current Grade Code list.

Remuneration

The salary scale for the post is: (01/08/2025) €35,609 ,€37,741 €38,597, €40,760, €42,740 ,€44,473, €46,151, €48,414, €50,059, 51,718 453,296 54,914 LSIs

Review the most recent Salary Scales:

New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (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 and other Public Service Bodies and Statutory Agencies.

Campaign Reference

SCH/084/2025

Closing Date

Sunday 19th October 2025 17:00Hrs

Proposed Interview Date (s)

Proposed interview dates will be indicated at a later stage. Please note you may be called forward for interview at short notice.

Taking up Appointment

A start date will be indicated at job offer stage.

Location of Post

HSE Dublin and South East -, St Columcille’s Hospital, Loughlinstown, Co Dublin, D18 V9K1

FSS Bhaile Átha Cliath agus an Oirdheiscirt - Ospidéal Cholm Cille, Baile Uí Lachnáin, Co. Bhaile Átha Cliath, D18 V9K1

There is currently permanent whole-time vacancy available in St Columcilles Hospital.

A panel may be formed as a result of this campaign for Grade IV Telephonist/Receptionist from which current and future, permanent and specified purpose vacancies of full or part-time duration may be filled.

Informal Enquiries

HR Department St Columcille’s Hospital , Email: hr.sch@hse.ie

Phone: 01 2115067

Details of Service

HSE Dublin and South East Region provides health and social care services in Carlow,

Kilkenny, South East Dublin, South Tipperary, Waterford, Wexford and East Wicklow.

Community Healthcare Services are the broad range of services in a non-acute hospital

setting, delivered as close as possible to people’s homes at the right time, in the right

Place, by the right team.

There are 70 Primary Care Centres in the Region and specialist teams working in Mental

Health, Health and Wellbeing, Social Care and Disability Services. Services are provided in various settings including the service user’s own home, day hospitals, community nursing units, hostels, specialist day care centres, training centres, respite care, and residential services. The region is served by 11 hospitals and the services delivered include inpatient scheduled care, unscheduled/emergency care, maternity services, outpatient and diagnostic services.

St. Columcille’s Hospital is committed to providing a quality, patient focused service in a way that meets all patient needs in an equitable, efficient and safe manner. We acknowledge the contribution of each member of staff and aim to encourage and support them in their on-going professional development.

The hospital has a total of 113 inpatient beds, along with specialized units, including:

4 beds dedicated to the Centre of Obesity Management programme,

A 7-bed Day Surgical Unit,

A 9-bed Medical Assessment Unit, and

A 6-bed Local Injuries Unit.

The Theatre Departments consists of 2 operating theatres.

Services provided are:

• MAU/LIU

• Radiology

• General Medicine including Gastroenterology, Gerontology,

• Respiratory Medicine, Endocrinology and Cardiology

• General Surgery

• Out-Patient Services

• Weight Management Services

• Pain Management Services

• Two operating theatres.

The Hospital also provides Nutrition and Dietetics, Physiotherapy, Occupational Therapy,

Speech & Language Therapy, Cardiac Diagnostic and Rehabilitation Services.

Reporting Relationship

The post holder will report to the Business General Support Services Manager or their delegate relevant to the role.

Key Working Relationships

The post holder will engage with the following: Service users, Administration colleagues, Clinical Staff, Colleagues in the HSE, Transportation services, Suppliers / Contract Services Providers

Purpose of the Post

· Grade IV Telephonist role involves handling phone calls, providing information, and directing calls efficiently, while also demonstrating strong customer service and communication skills.

· This role often includes responsibilities like managing switchboards, operating telephone systems, and ensuring a positive and helpful experience for callers.

· The post holder be required to work Unsociable hours – including shift work and will provide 24 hour, 365 days per year cover

Principal Duties and Responsibilities

Principle duties:

Telephone and administration duties:

· Operate the telephone switchboards in an efficient manner.

· Treat all callers with courtesy.

· Treat as a priority all emergency calls.

· Be familiar with and respond immediately to all emergency calls, i.e. Cardiac arrest calls, Medical Emergency calls, Major Incident Plan.

· Observe and be familiar with procedures set out in the Major Incident Plan.

· Ensure the efficient day-to-day administration of area of responsibility

· Ensure that deadlines are met and service levels maintained

· Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing the work of the team to ensure quality and accuracy

· Ensure that archives and records are accurate and readily available

· Ensure confidentiality at all times

· Maintain confidentiality of documentation, records, etc.

· Maximise the use of technology in ensuring work is completed to a high standard

· Ensure line management is kept informed of issues

· Ensure that stakeholders are kept informed and that their views are communicated to middle management as per the Governance structure

· Observe codes of procedures regarding all emergency warning systems.

· General administration duties as requested by designated manager

· Maintain updated lists of internal telephone lists and key external contacts i.e. updating and distribution of phone lists, email addresses, paging numbers and other forms of communication channels throughout the hospital.

· Staff list of who are involved in the provision of after-hours or on-call service for the hospital.

· In the event of a defect occurring in the telephone paging or working system observe the procedures laid down by the hospital.

· Answer and deal with queries within the hospital and from outside sources.

· Observe code of procedures regarding the operation of the paging system.

· Co-operate with the introduction of new equipment, technology, methods and techniques for the provision of an enhanced service.

· Operate external and internal bleep systems for routine and emergency calls.

· Monitor various alarm systems.

· Inter-changeability within rostering for the service.

· Update the out of hours manual

·

Reception Duties:

· Meet members of the public in a courteous manner, answer all enquires made and direct persons to the appropriate clinic, ward, office etc.

· Liaise with all departments within the hospital.

· Order transportation as appropriate e.g. taxis, ambulances etc. and maintain a record system for correspondence, files, records and accounts as may be required.

· Receive and sort post as required.

· Utilise information technology as required.

Alarms and security:

· Monitor alarms e.g. Fire, Major Incident Plan, cardiac arrest, Medical Gas alarms.

· Actively partake in exercises relating to the testing /emergency testing of systems and emergency plans.

Risk Management, Quality, Health & Safety:

• Adequately identifies, assesses, manages and monitors risk within their area of responsibility.
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc.
• Comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Education & Training:

· Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.

· Ensure all mandatory training is UpToDate

• Demonstrate pro-active commitment to all communications with internal and external stakeholders

The above Job Specification 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 them from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

This campaign is confined to staff who are currently employed by 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 as per Workplace Relations Commission agreement -161867

* A list of ‘other statutory health agencies’ can be found: https://www.gov.ie/en/organisation-information/9c9c03-bodies-under-the-aegis-of-the-department-of-health/?referrer=http://www.health.gov.ie/about-us/agencies-health-bodies/.

Candidates must have at the latest date of application: -

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.

Post Specific Requirements

· Proven experience working in a fast-paced environment switchboard / telephone operator in a Healthcare or Clinical Setting environment

Other requirements specific to the post

· Significant experience as a telephonist operating hospital switchboards

· Have excellent interpersonal skills and communication skills.

· Ability to work with own initiative and can prioritise own workload effectively

· Excellent verbal and written communication skills

· Multitasking and time management skills, with the ability to prioritise tasks

· Unsociable hours – including shift work.

Skills, competencies and/or knowledge

Professional Knowledge & Experience

For example:

· 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

For example:

· 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

For example:

· 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

For example:

· 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

For example:

· 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

Communication & Interpersonal Skills

For example:

· 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

Campaign Specific Selection Process

Ranking/Shortlisting / Interview

A ranking and or shortlisting exercise may be carried out on the basis of 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 skills, competencies and/or knowledge section of this job specification. Therefore it is very important that you think about your experience in light of those requirements.

Failure to include information regarding these requirements may result in you not progressing to the next stage of the selection process.

Those successful at the ranking stage of this process, where applied, will be placed on an order of merit and will be called to interview in ‘bands’ depending on the service needs of the organisation.

Diversity, Equality and Inclusion

The HSE is an equal opportunities employer.

Employees of the HSE bring a range of skills, talents, diverse thinking and experience to the organisation. The HSE believes passionately that employing a diverse workforce is central to its success – we aim to develop the workforce of the HSE so that it reflects the diversity of HSE service users and to strengthen it through accommodating and valuing different perspectives. Ultimately this will result in improved service user and employee experience.

The HSE is committed to creating a positive working environment whereby all employees inclusive of age, civil status, disability, ethnicity and race, family status, gender, membership of the Traveller community, religion and sexual orientation are respected, valued and can reach their full potential. The HSE aims to achieve this through development of an organisational culture where injustice, bias and discrimination are not tolerated.

The HSE welcomes people with diverse backgrounds and offers a range of supports and resources to staff, such as those who require a reasonable accommodation at work because of a disability or long-term health condition.

Read more about the HSE’s commitment to Diversity, Equality and Inclusion

Code of Practice

The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA).

The CPSA is responsible for establishing the principles to be followed when making an appointment. These are set out in the CPSA Code of Practice. The Code outlines the standards to be adhered to at each stage of the selection process and sets out the review and appeal mechanisms open to candidates should they be unhappy with a selection process.

Read the CPSA Code of Practice.

The reform programme outlined for the health services may impact on this role, and as structures change the Job Specification may be reviewed.

This Job Specification is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

Assistant Staff Officer IV (Telephonist/Receptionist)

St Columcilles Hospital Loughlinstown

Job Specification & Terms and Conditions

Terms and Conditions of Employment

Tenure

The current vacancy available is permanent and whole time

The post is pensionable. A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled. The tenure of these posts will be indicated at “expression of interest” stage.

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.

Working Week

The standard weekly working hours of attendance for your grade are 35 hours per week. Your normal weekly working hours are 35 hours. Contracted hours that are less than the standard weekly working hours for your grade will be paid pro rata to the full time equivalent.

The post holder be required to work Unsociable hours – including shift work and will provide 24 hour, 365 days per year cover

Annual Leave

The annual leave associated with the post will be confirmed at Contracting stage.

Superannuation

This is a pensionable position with the HSE. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Members of pre-existing pension schemes who transferred to the HSE on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme which are no less favourable to those which they were entitled to at 31st December 2004

Age

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

* Public Servants not affected by this legislation:

Public servants joining the public service or re-joining the public service with a 26 week break in service, between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age.

Public servants, joining the public service or re-joining the public service after a 26 week break, after 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70.

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.

Protection of Children Guidance and Legislation

The welfare and protection of children is the responsibility of all HSE staff. You must be aware of and understand your specific responsibilities under the Children First Act 2015, the Protections for Persons Reporting Child Abuse Act 1998 in accordance with Section 2, Children First National Guidance and other relevant child safeguarding legislation and policies.

All Mandated Persons under the Children First Act 2015, within the HSE, are appointed as Designated Officers under the Protections for Persons Reporting Child Abuse Act, 1998.

Mandated Persons such as line managers, doctors, nurses, physiotherapists, occupational therapists, speech and language therapists, social workers, social care workers, and emergency technicians have additional responsibilities.

You should check if you are a Mandated Person and be familiar with the related roles and legal responsibilities.

Visit HSE Children First for further information, guidance and resources.

Infection Control

Have a working knowledge of Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.

Health & Safety

It is the responsibility of line managers to ensure that the management of safety, health and welfare is successfully integrated into all activities undertaken within their area of responsibility, so far as is reasonably practicable. Line managers are named and roles and responsibilities detailed in the relevant Site Specific Safety Statement (SSSS).

Key responsibilities include:

• Developing a SSSS for the department/service[1], as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.

• Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained, and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection.

• Consulting and communicating with staff and safety representatives on OSH matters.

• Ensuring a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.

• Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with HSE procedures[2].

• Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.

• Reviewing the health and safety performance of the ward/department/service and staff through, respectively, local audit and performance achievement meetings for example.

Note: Detailed roles and responsibilities of Line Managers are outlined in local SSSS.

Ethics in Public Office 1995 and 2001

Delete the section below; if the salary is less than the minimum grade viii salary point. Check the most recent HSE Pay scales

Positions remunerated at or above the minimum point of the Grade VIII salary scale are designated positions under Section 18 of the Ethics in Public Office Act 1995. Any person appointed to a designated position must comply with the requirements of the Ethics in Public Office Acts 1995 and 2001 as outlined below:

A) In accordance with Section 18 of the Ethics in Public Office Act 1995, a person holding such a post is required to prepare and furnish an annual statement of any interests which could materially influence the performance of the official functions of the post. This annual statement of interest should be submitted to the Chief Executive Officer not later than 31st January in the following year.

B) In addition to the annual statement, a person holding such a post is required, whenever they are performing a function as an employee of the HSE and have actual knowledge, or a connected person, has a material interest in a matter to which the function relates, provide at the time a statement of the facts of that interest. A person holding such a post should provide such statement to the Chief Executive Officer. The function in question cannot be performed unless there are compelling reasons to do so and, if this is the case, those compelling reasons must be stated in writing and must be provided to the Chief Executive Officer.

C) A person holding such a post is required under the Ethics in Public Office Acts 1995 and 2001 to act in accordance with any guidelines or advice published or given by the Standards in Public Office Commission. Guidelines for public servants on compliance with the provisions of the Ethics in Public Office Acts 1995 and 2001 are available on the Standards Commission’s website.

[1]A template SSSS and guidelines are available on writing your site or service safety statement.

2 Structures and processes for effective incident management and review of incidents.