Assistant Staff Officer

Reporting Relationship

This post holder will report to the Staff Officer, or other nominated manager.

The Post Holder will engage with internal and external stakeholders on a regular basis

Purpose of the Post

Assist with the operational management of aspects of the Patient Services Department, including management of administrative staff assigned to the area via the line management structures. Support the Patient Services Managers with the management of unscheduled care and scheduled care. Work alongside colleagues in the development of patient pathways for new and existing services including the Emergency and Admissions Departments of Letterkenny University Hospital.

Principal Duties and Responsibilities

The Assistant Staff Officer is required to have sufficient knowledge of the relevant procedures and practices to perform the role efficiently and ensure the standards set are maintained.

• The post holder is required to support the principle that the care of the patient comes first at all times and will approach their work with the flexibility and enthusiasm necessary to make this principle a reality for every patient to the greatest possible degree
• Maintain throughout the Group’s awareness of the primacy of the patient in relation to all hospital activities

• Performance management systems are part of the role and you will be required to participate in the Group’s performance management programme

The post holder will be required to work on his/her own initiative to:

Administration

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

·        Managing the performance, accuracy and efficiency of the relevant area of responsibility.

·        Planning, organising and prioritising tasks assigned, and setting objectives for self and department

·        Word Processing/typing including audio typing.

·        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 the highest standard.

·        Communicate/liaise effectively with all relevant departments

·        Ensure that quality standards/policies are adhered to

·        Maintain confidentiality of data at all times.

·        Act as appropriate secretary to other groups/committees as may be required from time to time.

·        Ensure an even distribution of workload among team, taking into account absence due to annual leave or unplanned leave.

·        Provide cover as required within the services as per the department’s management requirements.

·        Organise and attend meetings as required.

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

·        Preparation, checking and processing of data

·        Day to day office duties e.g. Correspondence, post, typing, faxing, photocopying, filing etc.

·        Logging all enquiries/telephone calls, complaints etc. Prioritising same, dealing with queries, keeping supervisor/manager informed of progress and activities.

·        Populate and maintenance of Activity Data/Templates

·        Provide monthly performance / activity reports, as required.

·        Work closely with all functions within the hospital to deliver planned services of your department

·        To conduct all assignments in a professional, confidential and discreet manner.

·        Registering / discharging / transferring patients in Emergency Department.

·        Providing admin cover in Emergency Department treatment room.

·        Pulling charts in Medical Records and delivering same to ward (night duty).

·        Providing cover for Switchboard Services which includes night duty.

·        Provision of fracture clinic appointments and updating iPMS (hospital management system).

·        Ongoing rapid collation and dispersal of results sent back to the Emergency Department.

·        Dealing with alarms at Switchboard.

·        Any other duties as may be assigned from time to time.

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.

Service Delivery and Improvement

·        Implement agreed changes to administration of the service.

·        Encourage and support staff through change process.

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.

Standards, Policies, Procedures and Legislation

·        Have awareness of the guidelines and legislation that governs your area of work and ensure compliance when issuing advice and documentation

·        Ensure compliance with General Data Protection Regulation (GDPR) and Record Keeping/Retention

·        Assist in the implementation of new legislation/guidelines and associated reports and tasks

Communication

·        Interpreting and providing written and oral information to staff and clients, i.e. by phone, letter, etc and contribute positively to the public image of the Health Service Executive.

·        Liaise and co-operate with external/internal stakeholders/other members of staff in the interest of providing the best possible service to patients and clients.

·        Understand service users by being approachable and by listening to them

·        Action all communications in a timely manner

Responsibilities

·        Have an understanding of the health service and how it works

·        Understand how your department impacts on the service users

·        Understand how neighbouring departments and functions must combine their efforts to achieve optimum services levels

·        Use knowledge of the organisation’s structures and traditions to help achieve results

·        Act in a manner that is consistent with the organisation’s values and vision

·        Treat all information and service users with confidentiality and discretion

·        Undertake other assignments as directed

Health & Safety:

·        Comply with the policies, procedures and safe professional practice of the Irish Healthcare System by adhering to relevant legislation, regulations and standards

·        Document appropriately and report any near misses, hazard and accidents and bring them to the attention of relevant designated individual(s) in line with best practice

·        Work in a safe manner with due care and attention to the safety of self and others

·        Be aware of risk management issues, identify risks and take appropriate action

·        Comply with department procedures with regard to assessment, recommendation and / or manufacturing of all assistive devices

·        Promote a culture that values diversity and respect

KPI’s

·        The identification and development of Key Performance Indicators (KPIs) which are congruent with the Hospital’s service plan targets.

·        The development of Action Plans to address KPI targets.

·        Driving and promoting a Performance Management culture.

·        In conjunction with line manager assist in the development of a Performance Management system for your profession.

·        The management and delivery of KPIs as a routine and core business objective.

PLEASE NOTE THE FOLLOWING GENERAL CONDITIONS:

·        Employees must attend fire lectures annually and must observe fire orders.

·        All accidents within the Department must be reported immediately.

·        Infection Control Policies must be adhered to.

·        In line with the Safety, Health and Welfare at Work Acts 2005 and 2010 all staff must comply with all safety regulations and audits.

·        In line with the Public Health (Tobacco) (Amendment) Act 2004, smoking within the Hospital Buildings is not permitted.

·        Hospital uniform code must be adhered to.

·        Provide information that meets the need of Senior Management.

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

Risk Management, Infection Control, Hygiene Services and Health & Safety

·        The management of Risk, Infection Control, Hygiene Services and Health & Safety is the responsibility of everyone and will be achieved within a progressive, honest and open environment.

·        The post holder must be familiar with the necessary education, training and support to enable them to meet this responsibility.

·        The post holder has a duty to familiarise themselves with the relevant Organisational Policies, Procedures & Standards and attend training as appropriate in the following areas:

o   Continuous Quality Improvement Initiatives

o   Document Control Information Management Systems

o   Risk Management Strategy and Policies

o   Hygiene Related Policies, Procedures and Standards

o   Decontamination Code of Practice

o   Infection Control Policies

o   Safety Statement, Health & Safety Policies and Fire Procedure

o   Data Protection and confidentiality Policies

·        The post holder is responsible for ensuring that they become familiar with the requirements stated within the Risk Management Strategy and that they comply with the Group’s Risk Management Incident/Near miss reporting Policies and Procedures.

·        The post holder is responsible for ensuring that they comply with hygiene services requirements in your area of responsibility. Hygiene Services incorporates environment and facilities, hand hygiene, catering, cleaning, the management of laundry, waste, sharps and equipment.

·        The post holder must foster and support a quality improvement culture through-out your area of responsibility in relation to hygiene services.

·        The post holders’ responsibility for Quality & Risk Management, Hygiene Services and Health & Safety will be clarified to you in the induction process and by your line manager.

·        The post holder must take reasonable care for his or her own actions and the effect that these may have upon the safety of others.

·        The post holder must cooperate with management, attend Health & Safety related training and not undertake any task for which they have not been authorised and adequately trained.

·        The post holder is required to bring to the attention of a responsible person any perceived shortcoming in our safety arrangements or any defects in work equipment.

GENERAL:

The person may be required to undertake such other duties as may be assigned to him/ her from time to time by the Patient Services Manager or other authorised officer.

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 and/ or experience

Eligible applicants will be those who on the closing date for the competition:

1. Professional Qualifications, Experience

(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 Irish. Candidates should have obtained at least a 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:

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

Other requirements specific to the post

• Flexibility and ability to work in a busy environment, as some roles will include a 7/7 service including unsocial hours.

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

The successful candidate will demonstrate the following competencies

Knowledge & Professional Knowledge

Professional Knowledge and Experience

• Demonstrate strong administrative and customer service skills, e.g. Reception, telephone skills, typing skills, experience dealing with customer/clients
• Demonstrate evidence of ability to empathise with patients, relatives and colleagues with dignity and respect.
• Demonstrate willingness to follow instructions and procedures
• Demonstrate ability to embrace change and adapt local work practices accordingly.
• Draws on a variety of communication methods to fit situation/circumstances
• Demonstrate evidence of computer skills including use of Microsoft Word, Excel,

·        Knowledge and experience of using an email system effectively eg. Outlook, Lotus Notes

Planning and Managing resources

• Demonstrate the ability to plan and deliver the duties of the role in an effective and resourceful manner
• Demonstrate ability to work on own initiative and prioritise tasks
• Demonstrate ability to multi-task without losing focus and manage competing and changing priorities and deadlines
• Excellent organisational and time management skills to meet objectives within agreed timeframes
• Flexibility and adaptability in a changing complex work environment
• Ability to manage staff and provide sufficient rostering arrangements to meet the demands of a 24/7 service.

Building & Maintaining Relationships including Teamwork

• Demonstrate a willingness to share knowledge/and or new ideas with staff and colleagues.
• Demonstrate the ability to work with multi-disciplinary team members
• Demonstrate ability to work on own initiative while remaining an effective member of the team
• Demonstrate flexibility to cross cover, e.g. positive attitude to work and availability to work unsocial and flexible hours including evenings and weekends as required.
• Ability to adapt and change to improve service delivery

Evaluating Information, Problem Solving & Decision Making

• Demonstrate strong numeracy skills, including the ability to analyse data
• Excellent analytical skills to enable analysis and interpretation of data
• Ability to develop practical, innovative and creative solutions to the management of issues/ problems that arise
• Recognising when to involve other parties e.g. line manager at the appropriate time and level

Commitment to Quality Service

·        Demonstrate ability to maintain confidentiality in relation to client/ patient information etc.

• Display awareness and appreciation of the service users needs and expectations
• Commitment to maintaining work standards and delivering a quality service to service users (customer service skills)
• Demonstrate meticulous attention to detail
• Commitment to developing own knowledge and expertise.
• Commitment to promoting and maintaining high work standards
• Commitment to providing a professional service to internal and external stakeholders

Communication & Interpersonal Skills

·        Demonstrate effective communication and interpersonal skills including the ability to collaborate with colleagues, families etc

• Flexibility, adaptability and openness to working effectively in a changing environment.
• Ability to communicate with impact and be able to convince through personal and professional credibility.
• Good written and presentation skills

Campaign Specific Selection Process

Ranking/Shortlisting/ Interview

A ranking and or short-listing exercise may be carried out on the basis of information supplied in your application form. The criteria for ranking and or short-listing 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 being called forward 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

Code of Practice

The Health Service Executive / Public Appointments Service will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA). The Code of Practice sets out how the core principles of probity, merit, equity and fairness might be applied on a principle basis. The Code also specifies the responsibilities placed on candidates, facilities for feedback to applicants on matters relating to their application when requested, and outlines procedures in relation to requests for a review of the recruitment and selection process and review in relation to allegations of a breach of the Code of Practice. Additional information on the HSE’s review process is available in the document posted with each vacancy entitled “Code of Practice, information for candidates”.

Codes of practice are published by the CPSA and are available on www.cpsa.ie

Tenure

The current vacancies available are pensionable, permanent, and whole time/part time.

A panel may be created for Assistant Staff Officer, Grade IV, Patient Services Letterkenny University Hospitals from which permanent and specified purpose vacancies of full or part time duration may be filled.

Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

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, €53,296,€54,914 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.