Clerical Officer
Particulars of Office
Appointment The appointment arising from this panel may be permanent or temporary, full-time or part-time, and pensionable.
Salary Remuneration is in accordance with the salary scale approved by the Department of Health (current scale).
Superannuation The terms of the Voluntary Hospitals Superannuation Scheme and the Voluntary Hospitals Spouses and Children’s Scheme or the Single Public Service Pension Scheme will apply. Superannuation contributions at the appropriate rate will be payable in accordance with these schemes.
Duties The incumbent will perform such duties as are outlined in the attached Job Description.
Hours of Work The normal hours of work for the post will be the whole-time equivalent for the grade, discharged between 8 a.m. and 8 p.m., Monday to Saturday. Shift hours will be noted by the Programmes Manager. Flexibility to work throughout the 7 days may be required.
Probation The successful candidate will be appointed initially for a probationary period of six months. During this period, progress will be monitored. At the end of the probationary period: a) The service may be certified as satisfactory and confirmed in writing, or b) The probation may be extended, with written notification and duration of the extension.
Retirement No age restrictions apply except where a candidate is not classified as a new entrant under the Public Service Superannuation (Miscellaneous Provisions) Act, 2004. In such cases, the candidate must be under 70 years of age on the first day of the month in which the latest date for receiving applications occurs. Continued employment is conditional upon capacity and conduct.
Annual Leave Annual leave and public holidays are granted in accordance with the Organisation of Working Time Act, 1997. Entitlement will be advised by the Human Resources Department in the contract of employment and may depend on grade, years of service, and whole-time equivalency.
Sick Leave Payment of salary during illness will follow arrangements approved by the Department of Health and Children.
Termination of Office Employment may be terminated by two months’ notice on either side, except where circumstances are dictated by the Minimum Notice and Terms of Employment Act, 1973/77. Management may exercise this right if the employee fails to perform satisfactorily, engages in misconduct, or is deemed unfit to hold the post.
Garda Vetting Checks Garda Vetting is required for roles involving substantial access to children or vulnerable adults. The National Rehabilitation Hospital reserves the right to conduct re-vetting as deemed appropriate.
Confidentiality All information concerning patients, staff, or hospital business must be treated as strictly confidential. Records must be stored securely and accessed only as required for duty.
Hygiene All staff must comply with the hospital’s hygiene and infection control policies. Employees share responsibility for maintaining optimal hand hygiene and implementing hygiene processes to ensure patient and staff safety.
Policies / Legislation All hospital policies and procedures form part of the employment contract and may be updated as necessary. Employees must comply with all relevant policies (e.g., Dignity at Work, Trust in Care, Computer Usage Policy) and professional codes of conduct.
Disability Census In compliance with the Disability Act 2005, staff must inform the Director of Human Resources of any personal disabilities requiring workplace accommodations. Information will be handled confidentially under Data Protection Legislation.
HR Department Privacy / GDPR Policy The Human Resource Department collects and processes personal data for lawful purposes in compliance with GDPR. Data will be retained only as necessary, safeguarded by technical and organisational security measures, and shared only where legally required or for legitimate purposes. Concerns may be directed to the Data Protection Officer (dpo@nrh.ie).
Candidates must possess:
A recognised and relevant qualification in administration, medical, or similar field at Level 5 or higher on the National Qualifications Framework (QQI).
Excellent keyboard and dictation skills.
Proficiency in Microsoft Office (Word, Excel, Outlook, Access, SharePoint). ICDL (formerly ECDL) certification is essential.
Good working knowledge of hospital administration systems.
Experience & Skills:
Minimum of two years’ experience in an administrative role.
Experience in hospital administration, healthcare, or outpatient settings is an advantage.
Experience dealing with staff, patients, visitors, and the public is beneficial.
Minute-taking experience desirable.
Knowledge of medical terminology an advantage.
Strong understanding of general office procedures.
Ability to work effectively as part of a team.
High capacity for responsibility and initiative.
Excellent interpersonal, communication, and writing skills.
Highly motivated and organised, with ability to prioritise tasks.
Flexibility to work outside normal hours if required.
Candidates must be free from any medical condition that would render them unsuitable to hold the office and must be medically fit to render regular and efficient service. Successful candidates must undergo a medical examination by a qualified practitioner nominated by the Chief Executive or designated officer. Any issues identified must be addressed before appointment. The hospital promotes healthy lifestyles for staff and expects participation in health and well-being initiatives.
3. CharacterCandidates must be of good character.
Overview of RoleThe Grade IV Clerical Officer is responsible for leading and delivering administrative support services to teams and professionals within their area. This includes ensuring compliance with hospital policies while performing duties efficiently and professionally.
The appointee should demonstrate strong administrative, teamwork, organisational, and communication skills with a flexible approach to work.
Accountability, Duties, and ResponsibilitiesAdministration
Manage efficient day-to-day administration of the assigned area.
Ensure deadlines are met and service levels maintained.
Prepare and issue office documentation (correspondence, reports, etc.) to a high standard.
Collect and collate data from healthcare records or databases as required.
Maintain accurate archives and records.
Ensure confidentiality of documentation and records.
Utilise technology to enhance efficiency and quality.
Keep line management informed of relevant issues and feedback.
Organise and attend meetings; take and circulate minutes promptly.
Provide administrative support for operational safety huddles.
Customer Service
Promote a customer-focused environment, ensuring patients and service users are treated with dignity and respect.
Monitor service efficiency and report deficiencies.
Act on and escalate customer feedback.
Service Delivery and Improvement
Participate in innovation and change initiatives.
Implement administrative changes as directed.
Support and encourage the team through change processes.
Foster positive team morale.
Specific Accountability
Report to the Manager or designated supervisor.
Provide and coordinate administrative support within the assigned area.
Provide cover for absent administrative staff as needed.
Maintain awareness of quality standards in all work.
Ensure courteous and respectful treatment of patients, visitors, and colleagues.
Liaise with the Manager on staff cover needs.
Support staff training and development.
Assist with data collection and service evaluation.
Participate in meetings (agenda preparation, packs, minutes).
Handle general office tasks including correspondence, filing, healthcare record management, and email/phone queries.
Maintain relevant electronic folders within NRH Common.
Salary: €35,609 – €54,914 per year
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