Assistant Staff Officer

Remuneration

The salary scale for the post is (01/03/2025): €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

The Grade IV Assistant Staff Officer (General) will provide administrative support within a function and supervise clerical staff under their remit. The Grade IV Medical Secretary will provide administrative support to hospital consultants, ensuring the smooth and efficient operation of the relevant medical office. Medical secretaries also act as a vital link between patients, medical staff and other stakeholders.

Principal Duties and Responsibilities The position of Grade IV encompasses both managerial and administrative responsibilities: Administration • 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. • 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. • Organise and attend meetings as required. • Take minutes at meetings and prepare for timely circulation following meeting.

Customer Service • Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying Line Manager of any deficiencies. • Ensure that service users are treated with dignity and respect. • Act on feedback from service users / customers and report same to Line Manager.

Human Resources / Supervision of Staff • Manage the performance of staff. • Ensure an even distribution of workload amongst the team, considering absence due to annual leave etc. • Supervise and ensure the well-being of staff within own remit. • Co-operate and work in harmony with other teams and disciplines.

Service Delivery and Improvement • Actively participate in innovation and support change and improvement initiatives within the service; implement agreed changes to the administration of the service. • Encourage and support staff through change processes.

Standards, Policies, Procedures and Legislation • Maintain own knowledge of employer 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, GDPR. • Ensure consistent adherence to procedures within area of responsibility. • Adequately identifies, assesses, manages and monitors risk within their area of responsibility. • Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate. • 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. and 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. • Adhere to the dress code for Administration Staff, always ensuring a neat and professional appearance.

Duties Specific to Grade IV Medical Secretary • Responsible for the administrative management of outpatient clinics, admissions and day cases for the relevant clinician. • Responsible for the accurate typing of 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 D.N.A appointments daily • Responsibility for managing the Inpatient Waiting List on iPMS (Inpatient Management System) in line with the National Guidelines for scheduling of patients for surgery • Responsibility for managing the Outpatient Waiting List on iPMS (Inpatient Management System) in line with the National Guidelines for scheduling of patients for clinic appointments • Liaising with relevant staff of the department concerning any difficulties or queries regarding clinical information. • Communication with the department and to next level of the organisation. • Communication with patients, Consultants and General Practitioners. • Responsible for maintaining confidentiality of data, including patient information. • Maintain quality standards and policies. • 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 setting objectives for completion of these tasks/duties. • Ensuring that area goals are met on a daily/weekly/monthly/annual basis. • Interpretation and implementation of Hospital and Health Board policies and procedures. • Cross cover as required.

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 1. Professional Qualifications, Experience, etc. (a) Eligible applicants will be those who on the closing date for the competition: (i) 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 (ii) 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 (iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction Or (iv) 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).

Note 1: 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 (b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

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 For Both Assistant Staff Officer Grade IV (General) & Grade IV Medical Secretary • Experience in the creation of professional documents, presentations and reports. • Demonstrate depth and breadth of experience as relevant to the role.

For Medical Secretary ONLY • Previous experience of Medical Typing as relevant to the role. • Previous experience in the use of digital dictation and Patient Management System as relevant to the role.

Other Requirements Specific to the Post • Where a post has specific requirements these will be notified to panel members at “Expression of Interest” stage e.g. shift work, unsocial hours, line management, access to appropriate transport to carry out the duties and responsibilities of the role. • All posts in Wexford General Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required. • Computer skills are essential including experience in Excel, Microsoft Word and Outlook. • Access to appropriate transport to fulfil the requirements of the role. • Candidates will be required to take up duty within 3 months of receipt of the formal offer of employment

Skills, Competencies and/or Knowledge Professional Knowledge & Experience Relevant to the Role • 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 timescales, 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 your 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.

Campaign Specific Selection Process Ranking/Shortlisting/Interview A ranking and or shortlisting exercise may be carried out based on 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