Clerical Officer

Principal Duties and Responsibilities

·      The post holder will support the principle that care of the patient comes first at all times and will approach their work with the flexibility and enthusiasm necessary to make this principle a reality for every patient to the greatest possible degree

·      Maintain awareness of the primacy of the patient in relation to all hospital activities.

·      Performance management systems are part of the role and you will be required to participate in the hospital performance management programme

The following is an overview of the duties and responsibilities of a Clerical Officer post based at Galway University Hospitals. The role of Clerical Officer can be extremely broad based and varies greatly. There may be other specific duties and responsibilities dependent on the area of work you are assigned to but these will be outlined at later stage. The Clerical Officer will be responsible for the day to day administrative functions of the Department under the direction of the assigned supervisor/manager. The role covers all aspects of clerical and administrative work to ensure the effective running of the Department

The Clerical Officer is required to have sufficient knowledge of the relevant procedures and practices to perform the role efficiently and ensure the standards set are maintained.

General Administrative Duties:

·         Day to day office duties e.g. Correspondence, post, typing, faxing, photocopying, filing etc.

·         Logging all enquiries/telephone calls, complaints etc. Prioritising same, dealing with queries keeping supervisor/manager informed of progress and activities.

·         Assist in the drafting and issue of letters, memos and general information to internal customers, clients and general public

·         Populate, maintain and update local databases and records

·         Work closely with all functions within the hospital to deliver planned services of your department

·         Organise and schedule meetings

·         Minute taking

·         To collect, sort and distribute the Department’s mail each morning

·         Provide cross cover as per the departments/ management requirements

·         To conduct all assignments in a professional, confidential and discreet manner

Legislative Compliance and Record Keeping:

·         Have awareness of the guidelines and legislation that governs your area of work and ensure compliance when issuing advice and documentation

·         Ensure compliance with General Data Protection Regulation (GDPR) and Record Keeping/Retention

·         Assist in the implementation of new legislation/guidelines and associated reports and tasks

Communication:

·         Interpreting and providing written and oral information to staff and clients, i.e. by phone, letter, etc and contribute positively to the public image of the Health Service Executive.

·         Liaise and co-operate with external/internal stakeholders/other members of staff in the interest of providing the best possible service to patients and clients.

·         Understand service users by being approachable and by listening to them

·         Action all communications in a timely manner

Responsibilities:

·         Have an understanding of the health service and how it works

·         Understand how your department impacts on the service users

·         Understand how neighbouring departments and functions must combine their efforts to achieve optimum services levels

·         Use knowledge of the organisation’s structures and traditions to help achieve results

·         Act in a manner that is consistent with the organisation’s values and vision

·         Treat all information and service users with confidentiality and discretion

Health & Safety:

·         Comply with the policies, procedures and safe professional practice of the Irish Healthcare System by adhering to relevant legislation, regulations and standards

·         Document appropriately and report any near misses, hazard

and accidents and bring them to the attention of relevant

designated individual(s) in line with best practice

·         Work in a safe manner with due care and attention to the safety of self and others

·         Be aware of risk management issues, identify risks and take appropriate action

·         Comply with department procedures with regard to assessment, recommendation and / or manufacturing of all assistive devices

·         Promote a culture that values diversity and respect

KPI’s

·         The identification and development of Key Performance Indicators (KPIs) which are congruent with the Hospital’s service plan targets.

·         The development of Action Plans to address KPI targets.

·         Driving and promoting a Performance Management culture.

·         In conjunction with line manager assist in the development of a Performance Management system for your profession.

·         The management and delivery of KPIs as a routine and core business objective.

PLEASE NOTE THE FOLLOWING GENERAL CONDITIONS:

·         Employees must attend fire lectures periodically and must observe fire orders.

·         All accidents within the Department must be reported immediately.

·         Infection Control Policies must be adhered to.

·         In line with the Safety, Health and Welfare at Work Acts 2005 and 2010 all staff must comply with all safety regulations and audits.

·         In line with the Public Health (Tobacco) (Amendment) Act 2004, smoking within the Hospital Buildings is not permitted.

·         Hospital uniform code must be adhered to.

·         Provide information that meets the need of Senior Management.

·         To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Risk Management, Infection Control, Hygiene Services and Health & Safety

·         The management of Risk, Infection Control, Hygiene Services and Health & Safety is the responsibility of everyone and will be achieved within a progressive, honest and open environment.

·         The post holder must be familiar with the necessary education, training and support to enable them to meet this responsibility.

·         The post holder has a duty to familiarise themselves with the relevant Organisational Policies, Procedures & Standards and attend training as appropriate in the following areas:

o   Continuous Quality Improvement Initiatives

o   Document Control Information Management Systems

o   Risk Management Strategy and Policies

o   Hygiene Related Policies, Procedures and Standards

o   Decontamination Code of Practice

o   Infection Control Policies

o   Safety Statement, Health & Safety Policies and Fire Procedure

o   Data Protection and confidentiality Policies

·      The post holder is responsible for ensuring that they become familiar with the requirements stated within the Risk Management Strategy and that they comply with the Region’s Risk Management Incident/Near miss reporting Policies and Procedures.

·      The post holder is responsible for ensuring that they comply with hygiene services requirements in your area of responsibility. Hygiene Services incorporates environment and facilities, hand hygiene, catering, cleaning, the management of laundry, waste, sharps and equipment.

·      The post holder must foster and support a quality improvement culture through-out your area of responsibility in relation to hygiene services.

·      The post holders’ responsibility for Quality & Risk Management, Hygiene Services and Health & Safety will be clarified to you in the induction process and by your line manager.

·      The post holder must take reasonable care for his or her own actions and the effect that these may have upon the safety of others.

·      The post holder must cooperate with management, attend Health & Safety related training and not undertake any task for which they have not been authorised and adequately trained.

·      The post holder is required to bring to the attention of a responsible person any perceived shortcoming in our safety arrangements or any defects in work equipment.

·      It is the post holder’s responsibility to be aware of and comply with the HSE Health Care Records Management/Integrated Discharge Planning (HCRM / IDP) Code of Practice.

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 and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

Candidates must on the closing date:

Professional Qualifications, Experience, etc

(a) Eligible applicants will be those who on the closing date for the competition:

Have 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 (evidence must be submitted with application form).

Or

Have passed an examination of at least equivalent standard (evidence of equivalency as determined by QQI must be submitted with application as, failure to do will result in your application not proceeding to next stage).

Or

Have satisfactory relevant experience which encompasses demonstrable equivalent skills

And

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability and administrative ability), 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

Age

Age restriction shall only apply to a candidate where s/he is not classified as a new entrant

(within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act,

2004). A candidate who is not classified as a new entrant must be under 65 years of age on

the first day of the month in which the latest date for receiving completed application

forms for the office occurs.

Other requirements specific to the post

Flexibility as regards working hours to meet the demands of the post

 Where a post requires specific experience or skills this will be notified to panel members at “expression of interest” stage e.g. typing skills

Skills, competencies and/or knowledge

Candidates must:

·         Demonstrate the ability to plan and deliver the duties of the role in an effective and resourceful manner

·         Demonstrate ability to multi-task without losing focus and manage competing and changing priorities and deadlines

·         Demonstrate flexibility to cross cover, e.g. attitude to work and availability to work unsocial and flexible hours including evenings and weekends as required.

·         Demonstrate ability to work on own initiative while remaining an effective member of the team

·         Demonstrate evidence of ability to empathise with patients, relatives and colleagues with dignity and respect.

·         Demonstrate evidence of computer skills including use of Microsoft Word, Excel, e-mail

·         Demonstrate strong numeracy skills, including the ability to analyse data

·         Demonstrate meticulous attention to detail

·         Commitment to maintaining work standards and delivering a quality service to service users (customer service skills)

·         Demonstrate strong administrative and customer service skills, e.g. Reception, telephone skills, typing skills, experience dealing with customer/clients

·         Demonstrate the ability to work with multi disciplinary team members

·         Demonstrate ability to embrace change and adapt local work practices accordingly.

·         Demonstrate willingness to follow instructions and procedures

·         Demonstrate ability to work on own initiative and prioritise tasks

·         Demonstrate effective communication and interpersonal skills including the ability to collaborate with colleagues, families etc

·         Display awareness and appreciation of the service users needs and expectations

·         Draws on a variety of communication methods to fit situation/circumstances

·         Demonstrate a willingness to share knowledge/and or new ideas with staff and colleagues.

·         Demonstrate ability to maintain confidentiality in relation to client info etc

·         Demonstrate excellent command of the English language both written and verbal to effectively carry out the duties and responsibilities of the role and understanding of the English language to include written and spoken

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 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.

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.

For further information on the HSE commitment to Diversity, Equality and Inclusion, please visit the Diversity, Equality and Inclusion web page at https://www.hse.ie/eng/staff/resources/diversity

Tenure

The current vacancies available are pensionable, permanent, temporary, full time and permanent, temporary, part time.

A panel may be created from which permanent and specified purpose vacancies of full or part 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 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

Working Week

The standard working week applying to the post is 35 hours

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-8pm 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).

Annual Leave

The annual leave associated with the post will be confirmed at job offer 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 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.

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.

Some staff have additional responsibilities such as Line Managers, Designated Officers and Mandated Persons. You should check if you are a Designated Officer and / or a Mandated Person and be familiar with the related roles and legal responsibilities.

For further information, guidance and resources please visit: HSE Children First webpage.

Remuneration

The salary scale for the post is: as of the 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

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.