Executive Assistant & Project Coordinator

Purpose of the Post

To provide administrative support and project coordination in the implementation of a range national and local initiatives ensuring deadlines are met and that service levels are maintained.

Principal Duties and Responsibilities

The position of Grade V, Executive Assistant & Project Coordinator encompasses both managerial and administrative responsibilities:

Administration

· Provide efficient and effective administrative and project support to the office of the General Manager

· Monitor and management of projects and generic mailboxes

· Assist in the development, implementation and monitoring of project/initiatives across a wide range of areas as required.

· Research projects/initiatives and drafting reports to a high standard as required.

· Collate and compile data and statistics as required.

· Liaise with other departments in the Hospital and other agencies where applicable to progress matters as required

· Provide where necessary ‘cross cover’ support to other members of the team

· Facilitate internal and external engagement through planning and organising of events with a wide range of stakeholder groups.

· Support in producing information, reports and presentations by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.

· Work with the senior management team to ensure that project deadlines are met and that service levels are maintained.

· Support the development of evaluation templates and collect and collate relevant evaluation data across a range of projects.

· Promote co-operation and working in harmony with other teams and disciplines

· Ensure the efficient day-to-day administration of a number of specific projects.

· Maintain own knowledge of relevant procedures and practices to perform the role effectively

· Ensure policies and procedures are well documented and understood and adhered to by relevant stakeholders.

· Support the preparation of responses to PQs and other information requests within the required timeframes and procedures, ensuring accurate attention to detail in own work.

· Ensure that archives and records are accurate, maintained confidentiallyand readily available to the appropriate authority

· Pursue continuous professional development in order to develop

· Organise and attend meetings as required, arranging venues, ensuring availability of technical equipment, catering, minute taking and coordinating and tracking actions.

· Drafting and issuing individual correspondence for approved.

· Establish and maintain effective and efficient communication systems, ensuring that communications reach the intended audience in a timely fashion.

· Develop and maintain filing and cataloguing systems.

Service delivery and improvement

· Support the senior management team in the management and delivery of the Regional Strategic Vision/Plan.

· Support the senior management teams in identifying and implementing best practice operational processes in order to optimise the use of resources.

· Build and maintain effective working relationships with key internal and external stakeholders, advising line manager on emergent issues.

· Implement agreed changes to administration of the service, encouraging and supporting staff where necessary.

· Assist with management of internal and external audit programmes where appropriate, based on agreed audit matrices, identifying and auctioning specific audit projects.

Resourcing

· Identify and effectively manage resources for own work, at all times controlling costs and seeking best value.

· Assisting with preparing project budgets in accordance with national financial regulations, and assist with budgetary reporting and necessary communications.

· Co-operate and work in harmony with other teams and disciplines, ensuring effective and efficient support to the General Manager’s office.

Customer Service

· Promote and maintain a customer focused environment by ensuring service users / customers are treated with dignity and respect.

· Seek feedback from service users / customers and implement change to incorporate same, in agreement with Line Manager.

Human Resources

· Create and promote a positive working environment among staff members which contributes to maintaining and enhancing effective working relationships.

· Promote cooperation and working in harmony with other teams and disciplines.

· Pursue and promote continuous professional development in order to develop management expertise and professional knowledge.

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

Service Delivery and Improvement

· Ensure accurate attention to detail in own work.

· Actively participate in innovation and support change and improvement initiatives within the service; adapt local work practices ensuring team knows how to action changes.

· Encourage and support staff through change processes.

Standards, Policies, Procedures & 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.

· Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, GDPR

· 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 Specification 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 them from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

This campaign is confined to staff who are currently employed by the HSE, TUSLA, other statutory health agencies*, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004 as per Workplace Relations Commission agreement -161867

* View the list of other statutory health agencies

Candidates must have at the latest date of application: -

1. Professional Qualifications, Experience, etc

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

(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004.

Or

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish (1). Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.

Or

(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction

Or

(iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).

Note1: Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

And

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

2. 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.

3. Character

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

Post Specific Requirements

· Experience of providing administrate support working in a complex environment including managing concurrent projects of work whilst ensuring compliance and accuracy.

· Experience in professional writing to include dealing with the preparation of documents, reports, presentations as relevant to the role.

· Experience in a role which has involved working with senior management and other key internal and external stakeholders

Other requirements specific to the post

Have access to appropriate transport to fulfil the requirements of the role

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 and demonstrate excellent computer skills particularly Microsoft Office, Outlook, etc.

· Evidence of databased management skills.

· Experience of providing project support.

· Knowledge of website management.

· Knowledge of the health service and how it works.

· Knowledge and experience of interrogating data and presenting information in a variety of formats e.g. presentations and reports

· Knowledge of HSE procurement processes

· Experience of providing administrative, organisational and project management support to teams and/or specific groups in the healthcare environment.

Planning and Managing Resources

· Demonstrate the ability to effectively plan and manage own workload and that of others in an effective and methodical manner within strict deadlines, ensuring deadlines are met.

· The ability to manage deadlines and effectively handle multiple tasks.

· The ability to manage within allocated resources and a capacity to respond to changes in a plan.

· Maintains an awareness of value for money.

Commitment to a Quality Service

· Demonstrate an awareness and appreciation of the service user and a strong commitment to providing a quality service.

· Embraces and promotes the change agenda; demonstrates flexibility and initiative including the ability to adapt to and implement change.

· Supports team through service improvement / change processes.

· A commitment to promoting and maintaining high work standards.

Evaluating Information, Problem Solving & Decision Making

· Demonstrate numeracy skills, an ability to analyse and evaluate information and make effective decisions.

· Recognises when it is appropriate to refer decisions to a higher level of management.

· Demonstrate initiative in the resolution of issues arising / problem solving and proactively develop new proposals and recommend solutions.

· Makes decisions and solves problems in a timely manner before they accumulate.

· A capacity to develop new proposals and recommend decisions on a proactive basis.

· Flexibility, problem solving and initiative skills including the ability to implement change.

Team working

· Demonstrate the ability to work on own initiative as well as part of a team, promoting a positive team spirit.

· Demonstrate leadership potential, the ability to manage the performance of others and support staff development.

· Works as part of the team to establish a shared sense of purpose and unity.

· Motivation and an innovative approach to the job within a changing working environment.

Communications & Interpersonal Skills

· Demonstrate excellent communication and interpersonal skills including the ability to present (verbal & written) information in a clear and concise manner.

· Demonstrate the ability to influence people and events

· The ability to build and maintain relationships with a variety of stakeholders.

· Treats others with dignity and respect.

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/

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 that should be followed when making an appointment. These are set out in the CPSA Code of Practice. The Code outlines the standards that should 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.

The CPSA Code of Practice can be accessed via https://www.cpsa.ie/.

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.

CVs will not be accepted for this position. Please complete and upload the application form attached to the job advert