Assistant Staff Officer

Qualifications & Experience

A candidate must, on the latest date for receiving completed applications for the post:

(i) Meet the Department of Health & Children’s educational criteria set down for Grade IV posts:

(a) Obtained at least Grade D (or a Pass) in five subjects, including Mathematics and English or Irish (or four subjects if Irish is included), from the approved list of subjects in the Department of Education Leaving Certificate Examination,

and

Obtained at least Grade C (or Honours) in higher level (or Honours) papers in three subjects in that examination (or two subjects if Irish or Mathematics or both Irish and Mathematics are included);

Or

(b) Obtained a comparable standard in an equivalent examination.

Or

(c) A third level qualification of at least degree standard.

Or

(d) Have at least 2 years satisfactory experience as a Clerical Officer.

(ii) Possess high-level administration and organisational skills, including experience in coordinating and compiling reports.

(iii) Have excellent interpersonal and communication skills.

(iv) Have a high capacity for responsibility and individual initiative.

(v) Excellent IT skills and a strong working knowledge of iPM’s, Excel and Microsoft Office. An aptitude for the use of MailMetrics and PAMS solutions as used in SDU OP.

(vi) Excellent numerical and analytical skills.

(vii) An aptitude to organise extra/NTPF clinics and good communication skills to liaise with Medical Consultants, Nursing, HSCP, Administration and all other stakeholders.

(viii) Knowledge of Medical Terminology.

Note

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

(i) All qualification requirements for the post.

(ii) Any additional qualification(s) for which you may be awarded marks at interview.

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

(i) Provide documentary evidence that you possess the required experience.

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 that indicates a reasonable prospect of rendering regular and efficient service.

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

Purpose of the Post

This role involves supporting the SDU Project Lead in the management of outsourcing patients on the outpatient waiting list through the NTPF PAMS system. It also involves assisting in the management of validation undertaken nationally by the National Centralisation Validation Unit (NCVU), NTPF, Dublin, through MailMetrics.

Main Duties & Responsibilities

• Support the SDU Project Lead in the day-to-day management of all OPD services, with emphasis on outsourcing, insourcing, validation and data cleaning.
• Liaise with the SDU Project Lead and IT regarding data extracts, specialties and criteria for OPD waiting list validation, outsourcing and insourcing.
• Liaise with the National Centralisation Validation Unit (NCVU) within the NTPF.
• Assist with the management of the OPD Waiting List Validation process as outlined in the SDU National Protocol.
• Manage MailMetrics and PAMS data input and all documentation generated from validation and outsourcing on an ongoing basis.
• Assist with the management of patients outsourced to private providers, from patient consent through to discharge from the treating hospital.
• Assist with organising insourcing, including setting up and booking clinics, sourcing referrals, confirming patients and invoicing.
• Collate data for the SDU Lead for the preparation of ongoing reports to the CEO, Consultants, Outpatient Services Management Group and other internal and external stakeholders.
• Liaise with patients, GPs, private providers, NTPF, NCVU and other referral sources regarding outsourcing, insourcing and validation queries.
• Work extensively with iPM’s, MailMetrics, PAMS, Microsoft Excel and PowerPoint to generate required validation and breach reports.
• Organise all documentation and databases relating to outsourcing, insourcing and validation.
• Report on all documentation arising from outsourcing.
• Organise and update all data cleaning reports and liaise with OPD Supervisors and Central Appointments staff.
• Review ongoing data quality, including management of duplicate records, and liaise with IT regarding electronic merge requirements.
• Liaise with the Central Appointments Office regarding waiting list management, telephone queries, GP referrals and appointment scheduling.
• Assist with the management of the NTPF Outpatients Waiting List (OPWL) weekly report in line with the SDU OPD Protocol.
• Liaise with Staff Officers and Assistant Staff Officers in all OPD areas regarding queries that arise.
• Attend meetings and take notes as required.
• Attend training relating to SDU protocols and outpatient waiting list processes.
• Work cooperatively within the team and across departments and services to achieve organisational goals.
• Foster a collegiate working environment.
• Demonstrate understanding of and respect for differing needs and viewpoints.
• Provide information, instruction and training to staff members under your remit, where applicable, in relation to Health & Safety matters including PPE usage, chemical safety and related topics.
• Participate in internal and external audits and reviews as appropriate.
• Work with due care and attention for the safety of yourself, patients, staff and others in accordance with the Safety, Health & Welfare at Work Act 2005.
• Report immediately to Line Managers or nominated persons any accidents or incidents involving patients, staff or members of the public in accordance with hospital policy.
• Comply with and be familiar with all hospital policies and procedures, particularly those relating to Safety, Health and Welfare, Infection Control, Hygiene, Risk Management and Decontamination.
• Attend and participate in meetings and events as required.
• Undertake any other duties assigned by the Chief Executive, Administrative Services Manager, SDU Lead or other designated Officer.

Note

The rate and pace of change within the health service requires the post holder to continually update their knowledge and skills to meet changing service requirements.

This job description outlines the current broad areas of responsibility and accountability and should not be regarded as exhaustive. It will be reviewed and updated as service needs evolve.

The post holder must be flexible and prepared to undertake other duties assigned by the Head of Department or Line Manager, including duties outside their normal work area or within associated departments as required by the Hospital.

Particulars of the PostRemuneration

Salary Scale: €36,470 – €56,018 per annum (pro rata where applicable).

Salary is paid fortnightly.

Incremental credit may be granted for recognised experience. Recognised experience refers to previous service in a similar grade in the Civil Service, Local Authority Service, Health Service and other public service bodies or agencies, in Ireland or abroad.

Employees wishing to claim incremental credit must submit a Salary Confirmation Form within the first year of employment to the Wages & Salaries Department, SI-VUH. Otherwise, the Hospital will not be liable for retrospective payments.

Employees experiencing difficulty obtaining documentation from a previous employer should notify the Wages & Salaries Department as soon as possible within the first year of employment.

Appointment

The post is permanent/temporary, full-time and pensionable.

Annual Leave

Annual leave and public holidays are granted in accordance with the Organisation of Working Time Act 1997, Hospital policy and relevant national circulars.

Public holidays are administered in accordance with the Organisation of Working Time Act 1997 and the Hospital's Annual Leave and Public Holiday Policy.

Annual leave entitlement is 28 days per annum (pro rata for part-time employees).

Working Hours

• 35 hours per week.
• Flexibility is required to meet service needs.
• You will be required to work the agreed roster or on-call arrangements advised by your Line Manager.
• Contracted hours may change between 8:00 am and 8:00 pm, over seven days, to meet the requirements of extended day services introduced by the Hospital.

Superannuation

Various Superannuation Schemes are in operation.

You will become a member of the scheme applicable to your public service entry date and previous service, if any.

Relevant superannuation information will be issued directly by the Superannuation Section, Wages & Salaries Department.

Probation

Appointment is subject to the following conditions:

• A probationary period of 9 months.
• The South Infirmary–Victoria University Hospital may, in exceptional circumstances, extend probation by up to 6 weeks.
• The reasons for any extension will be confirmed in writing.
• Performance and conduct will be monitored throughout probation, with written reviews every 3 months.
• Termination during or at the end of probation is at the sole discretion of the Hospital.
• Following satisfactory completion of probation, the Hospital will certify satisfactory service and confirm the appointment on a permanent basis.