Assistant Staff Officer

Remuneration

The salary scale for the post 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 LSIs

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.

Purpose of the Post

To support the administration process in an acute hospital work environment.

Principal Duties and Responsibilities

The position of Assistant Staff Officer Grade IV encompasses both managerial and administrative responsibilities which include the following:

Administration:

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

·        Ensure deadlines are met and that services levels are maintained.

·        Ensure an even distribution of workload amongst the team, taking into account absence due to annual leave etc.

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

·        Use appropriate technology to ensure work is completed to a higher standard.

·        Ensure that archives and records are accurate and readily available.

·        Maintain confidentiality of documentation, records etc.

·        Ensure line management is kept informed of issues.

·        Ensure that the service is kept informed and that their views are communicated to middle management including department/discipline head

·        Organise and attend meetings as required.

·        Take minutes of meetings and prepare for circulation following meeting.

·        Support, promote and actively participate in sustainable energy, water and waste activities initiatives to create a more sustainable, low carbon and efficient health service.

Customer Service

·        Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying supervisor of any deficiencies.

·        Ensure that service users are treated with dignity and respect.

·        Act on feedback from service users/customers and report same to supervisor.

Human Resources / Supervision of Staff

·        Supervise and ensure the well-being of staff within own remit.

·        Manage the performance of staff

·        Co-operate and work in harmony with other teams and disciplines.

Services Delivery and Improvement

·        Implement agreed changes to administration of the service.

·        Encourage and support staff through change processes.

Standards, Policies, Procedures and Legislation

·        Maintain own knowledge of relevant HSE policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team.

·        Maintain own knowledge of relevant regulations and legislation, e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts etc.

·        Ensure consistent adherence to procedures within area of responsibility.

·        Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other 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 and comply with associated HSE protocols for implementing and maintaining these standards.

Duties specific to a Grade IV

·        Responsibility for the administrative management of outpatient clinics, admissions and day cases, and others relevant to the role.

·        Responsibility for the accurate typing or correspondence to other medical practitioners and clinicians.

·        Management of patient charts.

·        In consultation with line manager, conduct audits of procedures within the department to ensure best practice.

·        Preparation and completion of statistical data relevant to the speciality.

·        Ensuring the management of cancelled, reschedules and DNA appointments on a daily basis.

·        Responsibility for managing the Outpatient Waiting List in line with the National Guidelines for scheduling of patients for clinic appointments.

·        Liaising with relevant staff of the department/area concerning any difficulties or queries regarding clinical information.

·        Communication with the department and escalation to next level of the organisation???.

·        Communication with patients, Heads of Departments, Consultants and General Practitioners.

·        Responsibility for ensuring requests/calls to members of the discipline/department are facilitated and communicated

·        Responsibility for maintaining confidentiality of data, including patient information.

·        Maintaining quality standards and policies.

·        Engaging and supporting in the FOI and YSYS policies and guidelines

·        Monitor and evaluate procedures within own area of responsibility to ensure a client centred quality service is delivered and strives to ensure full compliance with best practice.

·        Making decisions within clearly defined policies.

·        Ensuring compliance with Freedom of information legislation as it applies to the post of medical secretary.

·        To act as appropriate as secretary to other groups or committees as may be required, from time to time.

·        Managing the performance, accuracy and efficiency of workload associated with duties and responsibilities of the grade of medical secretary.

·        Planning, organising and prioritising tasks assigned by the Line Manager and Department/area, setting objectives for completion of these tasks/duties.

·        Ensuring that area goals are met on a daily/weekly/monthly/annual basis.

·        Responsibility for the maintenance of stationary stock within the department/area

·        Interpretation and implementation of Hospital and HSE policies and procedures.

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 to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

1.       Professional Qualifications, Experience, etc

(a)         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.

and

Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

2.       Health

Candidates 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.

3.       Character

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

Post Specific Requirements

·        Computer skills are essential including Microsoft Office, Excel, Word and Outlook.

·        Previous experience of medical typing as relevant to the role

·        Previous experience in the use of Speech/Digital Dictation (TPRO) and PAS as relevant to the role.

·        Experience in communication with the service user or general public

Other requirements specific to the post

• A Flexible approach to working hours is required in order to ensure deadlines are met.
• Experience in the creation of professional documents, presentations and reports……

Additional eligibility requirements:

Citizenship Requirements

Eligible candidates must be:

(i)               EEA, Swiss, or British citizens

OR

(ii)              Non-European Economic Area citizens with permission to reside and work in the State

Read Appendix 2 of the Additional Campaign Information for further information on accepted Stamps for Non-EEA citizens resident in the State, including those with refugee status.

To qualify candidates must be eligible by the closing date of the campaign.

Skills, competencies and/or knowledge

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.

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.