Clerical Officer

Particulars of Office

The appointment is permanent, 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 to the position. Superannuation contributions at the appropriate rate will be payable in accordance with the provisions of these schemes.

Duties

The Administrator will perform such duties as are outlined in the attached Job Description.

Hours of Work

The normal hours of work associated with the post are 17.5 hours per week, usually discharged between the hours of 8.00am and 8.00pm on a Monday to Saturday basis. The appointee may be required to attend at such other times as are required for the proper discharge of duties including attendance outside normal working hours.

Probation

The successful candidate will be appointed initially for a probationary period of 6 months. During the probationary period, progress or otherwise will be monitored and at the end of the period, the service will be:

a) Certified as satisfactory and confirmed in writing.

b) In certain circumstances this period may be extended and, in such case, you will be advised in writing of this and the duration of the extension.

Retirement

No age restrictions shall apply to a candidate except where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). In this case the candidate must be under 70 years of age on the 1st day of the month in which the latest date for receiving completed application forms for the office occurs. Continued employment is conditional upon capacity and conduct of the employee.

Annual leave

Annual leave and public holidays are granted in accordance with the provision of the Organisation of Working Time Act, 1997. Your annual leave entitlement will be advised to you by the Human Resources Department in your contract of employment. Annual leave may be based on a number of factors such as grade, years of service and whole-time equivalency.

Sick Leave

Payment of salary during illness will be in accordance with arrangements as approved from time to time by the Department of Health.

Termination of office

Employment may be terminated at any time by 8 weeks’ notice on either side except where circumstances are dictated by the Minimum Notice and Terms of Employment Act 1973/77. The Management’s right under this paragraph shall not be exercised save in circumstances where the Management is of the opinion that the holder of the office has failed to perform satisfactorily the duties of the post or has misconducted himself/herself in relation to the post or is otherwise unfit to hold the appointment.

Garda Vetting Checks

Arrangements have been introduced, on a national level, for the provision of Garda Vetting Checks in respect of candidates for employment in areas of the Health Service, where it is envisaged that potential employees would have substantial access to children or vulnerable adults in the course of their duties. Garda vetting is done for the protection of these groups, and the National Rehabilitation Hospital reserves the right to revert employees at any future point, as deemed appropriate by Hospital Management.

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 services business. Such records and information are strictly confidential and unless you act on the instructions of an authorized 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 unauthorized person can obtain access to them and must be kept in safe custody when no longer required.

Hygiene

During the course of employment staff are required to ensure that the hospital’s hygiene and infection control policies are adhered to at all times. All employees have responsibility to prevent transmission of infection by adhering to and implementing optimal hand hygiene and adhering to the Hospital’s Hygiene processes. Hygiene is a fundamental component of the National Rehabilitation Hospital’s quality system to ensure the safety and well being of its patients and staff and plays a role in the prevention and control of healthcare associated infection.

Policies / Legislation

All Hospital policies and procedures form an integral part of an employment contract and may be subject to update and revision, from time to time, in consultation with union representatives as appropriate. Employees are required to comply with all hospital policies, procedures (e.g. Dignity at Work, Trust in Care, Computer Usage Policy) and the Hospital’s ethical codes of practice. Employees are required to abide by the hospital’s code of behaviour and the code of practice as defined by their relevant professional body.

Qualifications

The candidate must, on the latest date for receiving completed application forms, possess:

• A tertiary qualification.

• At least 2 years satisfactory experience in a fast-paced clerical officer/administration post.

• Sufficient administrative capacity to discharge the functions of a Grade IV Administrator.

• Experience supporting committees/groups with coordinating and recording meetings / events.

• Excellent administrative and organisational skills.

• Proficient in computer packages, including Microsoft Word, Excel, PowerPoint and Outlook.

• Excellent team working skills with capacity for responsibility and individual initiative.

• Excellent interpersonal and communication skills.

• Previous experience working in a research / academic environment would be desirable.

• A sound background in and knowledge of the Health Services Sector would be advantageous.

Health

Candidates or any person holding the office must be free from any medical condition which would render them unsuitable to hold the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

For the purposes of satisfying the requirements as to health, it will be necessary for each successful candidate before he/she is appointed to undergo a medical examination by a qualified medical practitioner to be nominated by the Chief Executive or designated officer. Any irregularities reported as a result of this examination which render the incumbent unsuitable for the post must be remedied / addressed before appointment.

Health Promotion – The Hospital is committed to promoting healthy lifestyles for both patients and staff. Staff are expected to participate in initiatives to support better health and well being in line with the Hospital objectives.

Character

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

Overview of the Role

The person appointed will provide administration support to Academic Department and Prof of Healthcare Integration and Improvement UCD / NRH.

ACCOUNTABILITY, DUTIES AND RESPONSIBILITIES

General Accountability

The person chosen will:

• Demonstrate behaviour consistent with the values of the Hospital.

• Ensure that a safe environment is maintained for staff and visitors in compliance with Health and Safety requirements and best practice.

• Being responsible for the day-to-day security of the work area to which assigned, with particular awareness of fire regulations and security arrangements.

• Keeping up to date with all relevant mandatory training for the department.

Specific Accountability

Report and be accountable to the Prof of Healthcare Integration and Improvement UCD / NRH in all matters relating to administration duties.

The post holder is expected to operate at a high level of autonomy and anticipation, proactively managing the Professor’s professional commitments. This includes forward planning, identifying potential scheduling conflicts, preparing in advance for upcoming priorities, and ensuring all logistical and administrative elements are completed in a timely and comprehensive manner without the need for prompting.

The post holder will act as an executive support partner to enable the effective functioning of the Professor’s role across clinical, academic, and leadership responsibilities.