Clerical Officer

Job Specification & Terms and Conditions

Clerical Officer Grade Code 0609

Job Title, Grade Code

Clerical Officer (Grade Code 0609) Oifigeach Cléireachais

Remuneration

The salary scale for the post is: of 01/08/2025)

€31,118 €32,868 €33,299 €34,173 €35,451 €36,730 €38,010 €38,941 €39,992 €41,213 €42,078 €43,287 €44,508 €46,798 €48,427 LSI

Salary Scales are updated periodically and the most up to date versions can be found here: https://healthservice.hse.ie/staff/benefits-services/pay/pay-scales.html

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.

Campaign Reference

SCH/004/2026

Closing Date

Wednesday 04th February 2026 @ 17:00 Hrs

Proposed Interview Date (s)

Candidates will normally be given at least one weeks' notice of interview. The timescale may be reduced in exceptional circumstances.

Taking up Appointment

A start date will be indicated at job offer stage.

Location of Post

HSE Dublin & South East Health Area.

Ospidéal Cholm Cille, Bóthar Bhré, Baile Uí Lachnáin, Co. Bhaile Átha Cliath D18 V9K1

St. Columcille's Hospital, Bray Road, Loughlinstown, Co. Dublin D18 V9K1

There is currently 1 Permanent whole-time vacancy available in St Columcilles Hospital

A panel may be formed as a result of this campaign for Grade III Assistant Officer from which current and future Temporary vacancies of full or part-time duration may be filled.

Informal Enquiries

We welcome enquiries about the role.

Informal enquires regarding this post may be made to:

Ms. Suzanne Kirk, Human Resource Department, St. Columcille’s Hospital, Loughlinstown, Co. Dublin. 01 2115064 or Suzanne.Kirk@hse.ie

Details of Service

St. Columcille’s Hospital is located on the border of County Wicklow. It is a model 2 hospital and is aligning itself to the Sláintecare vision. It has 117 inpatient beds and provides a range of services to a diverse population covering South County Dublin and County Wicklow. St. Columcille’s Hospital is committed to providing a quality, patient focused service in a way that meets all patient needs in an equitable, efficient and safe manner. We acknowledge the contribution of each member of staff and aim to encourage and support them in their on-going professional development. Services include a 7/7 Local Injury Unit, 7/7 Medical Assessment Unit, 113 medical inpatient beds incorporating Stroke & Ortho Rehab Units, Endoscopy, a 5/7 Day Surgery Unit, an Outpatient Department, Radiology and various diagnostic services for local GPs. St. Columcille’s Hospital acts as a hub and spoke model for integrated care. Located in St. Columcille’s Hospital is the National Centre for all obesity management and the National Gender Service.

Key Working Relationships

The position of Grade III encompasses both managerial and administrative responsibilities which are outlined below

Purpose of the Post

To support the administration process in an acute hospital work environment.

Principal Duties and Responsibilities

In line with employer policies, procedures and best practice standards the Clerical Officer will:

Administration

· Cross train and rotate into clerical positions as per service needs

· Provide office support, answer queries and provide a reception / telephone service.

· Keep themselves appraised of the relevant documentation / procedures as relevant.

· Manage data - including maintaining, correcting, collating, and interrogating, validating and processing data.

· Maintain accurate up to date records filing systems and records (computerised / paper copy). Assist in and / or prepare reports as necessary.

· Provide required information and support to Service Managers and teams, team members, clients, patients, members of the public etc.

· Action all communications in a timely manner.

· Undertake any other administrative support and assignments as directed.

· Represent the Service in a positive manner.

Customer Service

· Promote and maintain a customer focused environment.

· Ensure that service users are treated with dignity and respect.

· Act on feedback from service users / customers and report same to Line Manager.

Service Delivery and Improvement

· Actively participate in innovation and support change and improvement initiatives within the service.

· Identify potential problems / inconsistencies in a timely manner and consult with Line Manager as appropriate.

Standards, Policies, Procedures and Legislation

· Maintain own knowledge of relevant HSE policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team.

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

· 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.

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 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) Obtained at least grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied..

Or

(ii) Passed an examination of at least equivalent standard

Or

(iii) Satisfactory relevant experience which encompasses demonstrable equivalent skills A

and

Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

2.Health

Candidates 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

Candidates for and any person holding the office must be of good character.

Post Specific Requirements

· Computer skills are essential including Microsoft Office, Excel, Word and Outlook.

· Previous experience of medical typing as relevant to the role

Other requirements specific to the post

• A Flexible approach to working hours is required in order to ensure deadlines are met.
• Experience in the creation of professional documents, presentations and reports.
• The post holder will require access to appropriate transport as the post may involve travel.

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

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

· 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.

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 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 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.

Diversity, Equality and Inclusion

The HSE is an equal opportunities employer.

Employees of the HSE bring a range of skills, talents, diverse thinking and experience to the organisation. The HSE believes passionately that employing a diverse workforce is central to its success – we aim to develop the workforce of the HSE so that it reflects the diversity of HSE service users and to strengthen it through accommodating and valuing different perspectives. Ultimately this will result in improved service user and employee experience.

The HSE is committed to creating a positive working environment whereby all employees inclusive of age, civil status, disability, ethnicity and race, family status, gender, membership of the Traveller community, religion and sexual orientation are respected, valued and can reach their full potential. The HSE aims to achieve this through development of an organisational culture where injustice, bias and discrimination are not tolerated.

The HSE welcomes people with diverse backgrounds and offers a range of supports and resources to staff, such as those who require a reasonable accommodation at work because of a disability or long-term health condition.

Read more about the HSE’s commitment to Diversity, Equality and Inclusion

Code of Practice

The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA).

The CPSA is responsible for establishing the principles to be followed when making an appointment. These are set out in the CPSA Code of Practice. The Code outlines the standards to be adhered to at each stage of the selection process and sets out the review and appeal mechanisms open to candidates should they be unhappy with a selection process.

Read the CPSA Code of Practice.

The reform programme outlined for the health services may impact on this role, and as structures change the Job Specification may be reviewed.

This Job Specification is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

·

Clerical Officer GRADE III

Terms and Conditions of Employment

Tenure

The current vacancy available is 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 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

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.

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.

Probation

Every appointment of a person who is not already a permanent officer of the Health Service Executive or of a Local Authority shall be subject to a probationary period of 12 months as stipulated in the Department of Health Circular No.10/71.

Protection of Children Guidance and Legislation

The welfare and protection of children is the responsibility of all HSE staff. You must be aware of and understand your specific responsibilities under the Children First Act 2015, the Protections for Persons Reporting Child Abuse Act 1998 in accordance with Section 2, Children First National Guidance and other relevant child safeguarding legislation and policies.

All Mandated Persons under the Children First Act 2015, within the HSE, are appointed as Designated Officers under the Protections for Persons Reporting Child Abuse Act, 1998.

Mandated Persons such as line managers, doctors, nurses, physiotherapists, occupational therapists, speech and language therapists, social workers, social care workers, and emergency technicians have additional responsibilities.

You should check if you are a Mandated Person and be familiar with the related roles and legal responsibilities.

Visit HSE Children First for further information, guidance and resources.

Infection Control

Have a working knowledge of 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.

Health & Safety

It is the responsibility of line managers to ensure that the management of safety, health and welfare is successfully integrated into all activities undertaken within their area of responsibility, so far as is reasonably practicable. Line managers are named and roles and responsibilities detailed in the relevant Site Specific Safety Statement (SSSS).

Key responsibilities include:

• Developing a SSSS for the department/service[1], as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.

• Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained, and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection.

• Consulting and communicating with staff and safety representatives on OSH matters.

• Ensuring a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.

• Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with HSE procedures[2].

• Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.

• Reviewing the health and safety performance of the ward/department/service and staff through, respectively, local audit and performance achievement meetings for example.

Note: Detailed roles and responsibilities of Line Managers are outlined in local SSSS.

[1]A template SSSS and guidelines are available on writing your site or service safety statement.

2 Structures and processes for effective incident management and review of incidents.