CIO Administrator

Key Areas for Performance

HIQA has identified key behavioural and technical competencies for effective performance through a Competency Framework as seen below. Please refer to the role description for an overview of each competency and the proficiency levels required for this role. For more in-depth information on the competencies, it is important that you review the full competency framework guidance document available at: https://www.hiqa.ie/about-us/careers

Proficiency Levels

This Competency Framework is based on four levels of proficiency that build on each other:

• Emerging/Developing: The level of competency required to carry out some of the core requirements of the role, with support/leadership required to develop competency in other requirements.

• Proficient: The level of competency required to carry out the core requirements of a role.

• Skilled: The level of competency required to carry out the core requirements of a role and develop capability in others or demonstrate the competency in a more senior or complex role.

• Master: The level of competency required to carry out the core requirements of a role, develop capability in others, demonstrate the competency in a more senior or complex role, and be seen as a role model in the organisation or field in that area of competence.

Role Purpose

The purpose of this role within the relevant business unit and for HIQA as a whole:

The CIO Administrator will provide high-level administrative, analytical, and coordination support to the Chief Information Officer (CIO). The role will focus on Executive Assistant responsibilities to the CIO, ensuring effective diary management, correspondence handling, and preparation for key engagements. The role will focus on monitoring business performance objectives, coordinating operational and project reporting, risk reporting, managing internal and external stakeholder meetings, and ensuring alignment of technology initiatives with the organisation’s strategic direction.

This hybrid role requires strong organisational skills, business acumen, and the ability to connect technology initiatives with strategic and operational objectives. The role will be pivotal in ensuring the CIO’s office operates efficiently while supporting delivery of technology and business priorities across the enterprise.

Behavioural Expectations

The way that HIQA people are expected to work to role model HIQA values:

The incumbent of this role is expected to demonstrate HIQA’s values in the delivery of everyday work and interactions with clients and colleagues by putting people first, being fair and objective, being open and accountable, demonstrating excellence and innovation, and working together.

Common Tasks – Team Member

• Seek clarity on the tasks associated with own role.

• Complete tasks in compliance with policies and procedures.

• Adhere to relevant legislation, standards, and internal audits.

• Fulfil any mandatory or professional competency requirements.

• Maintain confidentiality and a professional approach.

• Raise any concerns in relation to workplace health and safety.

• Actively identify learning needs and development opportunities.

• Actively contribute as a team member.

• Follow direction and take on new and different tasks.

• Set and achieve performance goals that contribute to HIQA strategy.

• Regularly seek feedback to meet performance expectations and goals.

Role Specific Tasks

The key tasks and activities associated with the role are:

Executive Assistant Support to the CIO

• Manage the CIO’s calendar, appointments, and travel arrangements.

• Prepare briefing materials, presentations, and documentation for CIO’s internal and external engagements.

• Act as first point of contact for CIO’s office, screening and prioritising communications.

• Draft correspondence, reports, and meeting notes on behalf of the CIO.

• Ensure CIO is well-prepared for meetings, board sessions, and strategic discussions.

• Organise and schedule meetings, including contacting attendees, preparing and circulating agendas, taking meeting minutes, and preparing other relevant documentation.

Business Performance Monitoring & Reporting

• Coordinate monitoring of technology and business performance objectives, ensuring accurate tracking against business outcomes and KPIs.

• Support the organisation of events.

• Consolidate, analyse, and present operational and project performance data including risks for Board, Executive, and Senior Leadership reporting.

• Support preparation of quarterly and annual reporting packs with clear insights, progress updates, and risks.

• Track and follow up on action items from CIO, executive, and board meetings to ensure timely delivery.

• Proactively engage in performance development reviews and actively seek out learning and development and continuous improvement opportunities.

Stakeholder Coordination & Communication

• Arrange and coordinate intra- and interdepartmental meetings, workshops, and technology townhalls.

• Facilitate communication across technology teams and with business stakeholders to ensure alignment on priorities.

• Act as liaison with external technology vendors, ensuring arrangements are in place to progress agreed priorities.

• Support stakeholder engagement by drafting communications, newsletters, and internal updates on technology initiatives.

Technology Strategy & Initiative Support

• Understand the context of the organisation’s technology strategy and assist in coordinating related initiatives with multidisciplinary teams.

• Coordinate with project managers, business owners, and vendors to ensure initiatives deliver business outcomes and KPIs.

• Support governance of technology projects, ensuring clear records are in place and follow-up occurs to align with stakeholder expectations.

• Identify notable dependencies, risks, and issues across initiatives and escalate where necessary.

The content of any role description is not exhaustive and is intended to be indicative of the scope of the role.

Qualifications

The qualifications that are essential to effectively meet the requirements of the role:

In determining your eligibility, the following are the essential qualifications that will be assessed as part of the shortlisting stage of the selection process:

• Qualification of Level 8 on the National Framework of Qualifications or equivalent in a discipline deemed relevant by the Authority.

Or

• Has passed an examination at the appropriate level within the National Framework of Qualifications which can be assessed as being comparable to Leaving Certificate standard or equivalent or higher. (Information in relation to the Irish National Framework of Qualifications is available here: https://nfq.qqi.ie

).

Experience

The experience that is essential to effectively meet the requirements of the role:

In determining your eligibility, the following are the essential knowledge and experience that will be assessed as part of the shortlisting stage of the selection process:

• A minimum of four years’ experience working in an administrative or equivalent role relevant to the post as advertised.

Other knowledge and experience that are deemed necessary for the role:

• Excellent working knowledge of Microsoft Office suite including Word, Excel, PowerPoint, and Outlook.

• Demonstrate ability to complete tasks accurately in an operationally complex and busy environment.

The experience that is desirable to effectively meet the requirements of the role:

• Experience of working in a technology department interfacing with various stakeholders.

Principal Conditions of Service

Probation

A probationary period of six months applies to this position.

Pay

Candidates will be appointed on the minimum point of the salary scale (€58,847) and in accordance with the Department of Finance guidelines. The rate of remuneration will not be subject to negotiation. The incremental progression for this scale is in line with Government pay policy.

The salary scale for this position is as follows:

Higher Executive Officer (PPC)

€58,847 €60,567 €62,285 €64,000 €65,723 €67,437 €69,157 €71,637¹ €74,112²

After 3 years’ satisfactory service at the maximum

After 6 years’ satisfactory service at the maximum

Entry will be at the first point of the scale. An exception may occur where an appointee has been serving elsewhere in the public service in an analogous grade and pay scale. In this case, the appointment may be assimilated to the nearest point of the advertised salary scale with their incremental date adjusted accordingly. Please note the rate of remuneration may be adjusted from time to time in line with Government pay policy.

Superannuation

Pensionable public servants (new joiners) recruited on or after 1 January 2013 will be members of the Single Public Service Pension Scheme. Please note that the Single Public Service Pension Scheme applies to all pensionable first-time entrants to the public service, as well as to former public servants returning to the public service after a break of more than 26 weeks.

In certain circumstances, for example, where the public servant was on secondment or approved leave or remains on the same contract of employment, the 26-week rule does not apply. The legislation giving effect to the Scheme is the Public Service Pensions (Single Scheme and Other Provisions) Act 2012.

For those who are not subject to the Single Public Service Pension Scheme (e.g. those transferring from other public service employment where the break in service, if any, is less than 26 weeks), the terms of the Health Information and Quality Authority Superannuation Scheme will apply.

Annual Leave

Annual leave is 29 days per annum rising to 30 days after 5 years’ service.

Hours of Attendance

Hours of attendance will be fixed from time to time but will amount to not less than 35 per week. The appointee may be required to work additional hours from time to time as may be reasonable and necessary for the proper performance of his or her duties, subject to the limits set down under working time regulations.

Blended Working Arrangements

HIQA has introduced blended working to offer more flexible working arrangements to all employees. We aim to strike a balance between being flexible, efficient, and resilient by facilitating blended working where practical, while enabling onsite interaction, collaboration, and support as required.

All roles in HIQA have been assessed under the criteria of business needs and role suitability for blended working. This determined the proportion of time that employees will spend working in HIQA offices and working from home, depending on their role.

Depending on the role, there may be a requirement to attend the office for more than the allocated number of days for training and onboarding purposes at the start of your employment and during the probation period.

A review of our blended working model confirmed that this model is working well in HIQA. Therefore, we are now moving from Interim Blended Working to a long-term Blended Working Model.

Our existing policy and documentation will be revised and updated once the framework for the Work-Life Balance and Miscellaneous Provisions Act is published. Our model is in line with the Civil Service Framework for Blended Working in Ireland.

Further guidance on HIQA’s Blended Working Policy, which includes eligibility criteria, will be issued to successful candidates. This is an opt-in policy, and details on how you can apply will be issued to you before you start.