Assistant Staff Officer

Principal duties and responsibilities

The position of 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 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 through the operation of a records management system.

·        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.

·        Assist with preparing and managing meeting and presentation documents, organising meetings as required, taking minutes, and circulating them promptly after each 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.

·        Liaise with other departments, staff, members of the public and outside agencies as required, in a courteous and professional manner.

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

·        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.

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).

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

(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

·        Expertise and experience of working with Microsoft office applications e.g. MS PowerPoint, Word and Excel to include preparing reports, proposal documents and presentations for a senior audience.

·        Significant relevant experience in providing administrative support, minute/note taking, diary and correspondence management as relevant to the role.

·        Experience of working in a busy office environment including managing concurrent tasks and pieces of work whilst adhering to deadlines.

Other requirements specific to the post

Access to appropriate transport is necessary to fulfil the requirements of the role.

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

·        Knowledge of the Health Services People Strategy.

·        Knowledge of HR Policies and Procedures.

·        Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria .

·        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.

·        Demonstrates a general knowledge of the health service and how it works.

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.

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.

Tenure

The current vacancies available are permanent and whole time.

The post is pensionable. A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled. The tenure of these posts will be indicated at “expression of interest” stage.

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

Remuneration

The salary scale for the post is (as 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

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.

Working week

The standard weekly working hours of attendance for your grade are 35 hours per week. Your normal weekly working hours are 35 hours. Contracted hours that are less than the standard weekly working hours for your grade will be paid pro rata to the full time equivalent.

You are required to work agreed roster/on-call arrangements advised by your Reporting Manager. Your contracted hours are liable to change between the hours of 8.00am and 8.00pm over seven days to meet the requirements for extended day services in accordance with the terms of collective agreements and HSE Circulars.

Annual leave

The annual leave associated with the post will be confirmed at Contracting stage.

Superannuation

This is a pensionable position with the HSE. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Members of pre-existing pension schemes who transferred to the HSE on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme which are no less favourable to those which they were entitled to at 31st December 2004

Age

The Public Service Superannuation (Age of Retirement) Act, 2018* set 70 years as the compulsory retirement age for public servants.

* Public Servants not affected by this legislation:

Public servants joining the public service or re-joining the public service with a 26-week break in service, between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age.

Public servants, joining the public service or re-joining the public service after a 26 week break, after 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70.