Clerical Officer

Principle Duties and Responsibilities

Main Duties & Responsibilities

• Undertake the duties appropriate to the grade, under the supervision of the designated Supervisor/Line Manager.

• Assist in the development of the administrative/secretarial systems to ensure the efficient operation of all assigned services and to always communicate effectively and respectfully with our patients and staff members.

• Provide a full secretarial service to the allocated Department. This will include typing, filing, chart preparation/tracking and all other administrative duties assigned.

• Maintain an effective administrative/secretarial system to process all paperwork within the designated department/area.

• Alert your Supervisor to any back logs or other difficulties which may arise from time to time.

• Support the assigned Supervisor in ensuring the relevant department/area operates effectively and efficiently.

• Participate in/assist with induction, training and the implementation of agreed clerical practices.

• Communicate effectively with all departments within the Hospital and with external bodies, maintaining a high standard of customer care at all times.

• Be familiar with the Hospitals major emergency plan and promote an awareness of Health and Safety in the work place.

• Deal with the public in face-to-face, telephone, written and electronic correspondence.

• Maintain an adequate supply of in-house stationary.

• Maintain confidentiality at all times, in all manners, e.g. electronic, physical paperwork, all communication etc.

• Provide support and assistance to other clerical officers, and/or designated supervisor as requested by Supervisor/Patient Services Manager.

• Attend team meetings as required.

• Represent the Patient Services Department as required/assigned in various forums.

• Participate in any organisational restructuring as required.

• Participate on project teams seeking to initiate and improve services for hospital staff as required.

• Any other duties as may be assigned from time to time by the designated Supervisor/Line Manager or the Chief Executive/Deputy Chief Executive.

• Co-operate with the maintenance and future development of ICT within the Hospital.

Policies and Procedures

• Be aware of and comply with and adhere to all Hospital policies and procedures.

Confidentiality

In the course of your employment you may have access to, or hear information concerning the medical or personal affairs of patients and/or staff, or other health service business.

Such records and information are strictly confidential and, unless acting on the instructions of an authorised officer, on no account must information concerning staff, patients or other health service business be divulged or discussed except in the performance of normal duty.

In addition, records must never be left in such a manner that unauthorised persons can obtain access to them and must be left in safe custody when no longer required.

You are required to comply with the legislation in respect of the General Data Protection Regulation (GDPR).

This job description outlines the main duties and responsibilities of the post and is subject to review and amendment to reflect the changing needs of the hospital service.

The extent and speed of change in the delivery of health care is such that adaptability is essential. The incumbent will be required to establish, maintain, enhance and develop their professional knowledge, skills and aptitudes in order to respond to a developing service situation.

It is not intended that the above job description be a comprehensive list of all duties attached to the post.

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.

Flexibility is required when dealing with new/emerging situations and emergencies.

Eligibility CriteriaQualifications and/or experience1. Education, Experience Requirements etc.

Each candidate must, at the latest date for receipt of completed applications for the post:

• Have obtained at least Grade D (or a 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

• Have passed an examination of at least equivalent standard

Or

• Have satisfactory relevant experience which encompasses demonstrable equivalent skills.

And

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

And

• Have a proficiency in word processing skills.

2. Desirable

a) Experience in a hospital setting b) Knowledge of medical terminology c) Knowledge / experience of Hospital or Patient Care Environment d) Experience working with and dealing with people, patients or clients/customers in situations such as face-to-face verbal or telephone and/or written queries e) Relevant Diplomas or Professional Qualifications

3. 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 recruited between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age.

Public servants recruited since 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70.

4. Garda Vetting

Applicants who do not comply with the Hospitals requirements in this regard will be excluded from the competition.

5. 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.

6. Character

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

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.

Essential Skills, competencies and/or knowledge

Candidates will demonstrate through their application form and at the interview that they have:

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.

• Maximises the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.

• Demonstrates the ability to work in line with policies and procedures.

• Excellent time keeping and time management skills.

• Will to progress in own professional development.

Planning and Managing Resources

• Demonstrates the ability to plan and organise own workload in an effective and methodical manner.

• Delivers within timescales and to a quality standard.

• Takes responsibilities for work and sees it through to completion.

Commitment to a Quality Service

• Demonstrates a commitment to providing a quality service e.g. pays close and accurate attention to detail in their work.

• Demonstrates awareness and appreciation of the service user.

• Embraces the change agenda; demonstrates the ability to be flexible and adaptable in a changing work environment.

• Demonstrates capability to complete tasks and deliver results effectively and in a timely manner.

• Has desire and drive to acquire new knowledge and skills necessary to continuously improve.

• Dedication to providing quality and excellent service.

• Flexibility regarding changing needs, working hours and occasional unsociable hours including weekends.

Evaluating Information, Problem Solving & Decision Making

• Demonstrates strong analytical and numeracy skills, including the ability to analyse data to inform decisions.

• Thinks through decisions to make sure they are in line with policy and local practice.

• Gathers information from enough sources and other people to make well-founded decisions.

• Develops a reputation of being solution focused.

Team work

• Demonstrates 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.

• Demonstration excellent attention to detail.

Tenure

The appointment will be permanent and temporary, Full Time & Pensionable.

1 WTE – 35 Hours per week.

A panel may be formed from which permanent, full-time duration may be filled.

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

Remuneration

The salary scale for this post is in accordance with DOH approved salary scales.

01/03/2026 Clerical Officer Grade III, code 0609:

€31,618; €33,368; €33,799; €34,673; €35,951; €37,230; €38,510; €39,441; €40,492; €41,713; €42,578; €43,787; €45,008; €47,298; €48,927 LSI

Working Week

The standard working week applying to the post is:

35 hours.

This may include shift work over a 7 day week cycle, 8am – 9pm and may include weekends and out of hours.

Flexibility in consideration of service needs is required.

HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies.

Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager.

Contracted hours of work are liable to change between the hours of 8am–9pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016).