Assistant Staff Officer

Remuneration

The salary scale for the post is at (01/02/2026)

€36,109, 38,241, 39,097, 41,260, 43,240, 44,973, 46,651, 48,914, 50,560, 52,235, 53,829, 55,463 LSIs

Location of Post

IHA Galway/ Roscommon

IHA Mayo

The purpose of this recruitment campaign is to form a panel to fill current and future Grade IV vacancies within HSE IHA Galway and Roscommon and HSE IHA Mayo.  The panel will fill posts in Community Services and Acute Services.

Once you are on the panel, you will be informed of the full details of individual job vacancies that arise in that area through an “expression of interest” message on Rezoomo.  You can then express an interest in posts.

Our Mission

Our mission is to ensure that the people of West and North West:

•        are supported by accessible health and social care services to live healthier lives,

•        have access to safe, high quality, compassionate, and integrated care, delivered by highly skilled and valued staff,

•        can be confident that we will deliver the best health outcomes and value through a culture that supports continuous improvement, excellence in clinical practice, teaching, research and innovation

Our Values

The HSE's values of Care, Compassion, Trust and Learning, influence everything the Health Regions do. All HSE Health Regions encourage a culture where all staff live by these values every day, as they interact and deal with colleagues and members of the public.

Reasonable Accommodations

Candidates who require a Reasonable Accommodation/s to support their participation, at any stage, in the recruitment and selection process, should email the Regional Recruitment & Retention office at resources.human@hse.ie

Reporting Relationship

The post holder will report to the relevant Grade V/ Grade VI or other nominated manager.

Purpose of the Post

The post holder will be required to provide comprehensive clerical/ administrative support within the area of their responsibility and to supervise clerical staff under their remit.

Principal Duties and Responsibilities

·        The post holder will support the principle that 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 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 hospital performance management programme

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

The position of Assistant Staff Officer 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 service levels are maintained

·        Ensure an even distribution of workload among 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 high 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

·        Organise and attend Meetings as required

·        Take minutes at meeting and prepare for circulation following meeting.

·        Support, promote and actively participate in sustainable energy, water and waste 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

Service Delivery & Improvement

·        Implement agreed changes to administration of the service

·        Encourage and support staff through change processes.

·        The post holder must foster and support a quality improvement culture throughout their area of responsibility. Advise, promote and participate in the implementation of best practice.

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

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 periodically 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 Region’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.

·        It is the post holder’s responsibility to be aware of and comply with the HSE Health Care Records Management/Integrated Discharge Planning (HCRM / IDP) Code of Practice.

·        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. 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.

Education & Training

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

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

1. Professional Qualifications, Experiences, 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 Irish. 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:

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

2. 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.

3. Character

Each candidate for and any person holding the office must be of good character

Post specific Requirements

Where a post has specific requirements, these will be notified to panel members at “expression of interest” stage, e.g. shift work, unsocial hours, access to appropriate transport to carry out the duties and responsibilities of the role

Other requirements specific to the post

Flexibility regards working hours to meet the demands of the post.

Skills, competencies and/or knowledge

Knowledge and Experience Relevant to the Role

Demonstrate:

·        Experience of working in a busy office environment.

·        General knowledge of the Health Service and how it works.

·        Knowledge of wider HSE transformation programme.

·        Sufficient knowledge & expertise to carry out the functions of the post.

·        Excellent MS Office skills in order to effectively manage deadlines and prioritise work accordingly.

·        Demonstrate effective analytical and decision making skills.

·        Demonstrate flexibility to cross cover, e.g. attitude to work and availability to work unsocial and flexible hours including evenings, nights and weekends as required.

Planning & Organising Skills including Commitment to providing a Quality Service

Demonstrate:

·        Excellent planning and organisational skills including using computer technology effectively.

·        The ability to manage deadlines and effectively handle multiple tasks.

·        The ability to manage within allocated resources and a capacity to respond to changes in a plan.

·        Commitment to providing a quality service, awareness and appreciation of the service user and has very good communication skills.

·        Embracing the change agenda; demonstrating flexibility, initiative and adaptability in a changing work environment.

Evaluating Information, Problem Solving & Decision Making

Demonstrate:

·        The ability to appropriately analyse and interpret information, develop solutions and contribute to decisions quickly and accurately as appropriate.

·        Initiative in the resolution of complex issues.

·        The ability to recognise when it is appropriate to refer decisions to a higher level of management.

·        A capacity to develop new proposals and recommend decisions on a proactive basis.

·        Flexibility, problem solving and initiative skills including the ability to implement change

Team Working

Demonstrate:

·        The ability to work as part of a team and to establish a good working relationship with a wide range of internal and external stakeholders.

·        Ability to work independently on own initiative and as part of a team.

·        The capacity for management responsibility and initiative.

·        Motivation and an innovative approach to the job within a changing working environment.

Communication & Interpersonal Skills

Demonstrate:

·        Effective communication and interpersonal skills including the ability to present information in a clear and concise manner.

·        Strong written communication skills.

·        The ability to build and maintain relationships with a variety of stakeholders.

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.

As this occupation is not one of those listed on the Department of Enterprise, Tourism & Employment Critical Skills Occupations List, therefore, we would be unable to obtain a Critical Skills Employment Permit for this role.

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

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 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.