Executive Assistant

Remuneration

The salary scale for the post is:

€52,757, €54,336, €55,945, €57,591, €59,246, €61,175, €63,110 LSIs

Salary Scales are updated periodically and the most up to date versions can be found here:

 

Purpose of the post

The Executive Assistant (Grade V) provides high‑level executive, administrative, and organisational support to QSPD Director.

This role acts as a strategic partner and trusted point of coordination for executive‑level activity. It supports the smooth running of the office, manages complex demands, and contributes to strategic and operational priorities, including project management responsibilities as assigned.

 

Principal duties and responsibilities

 

Executive Support

·        Provide comprehensive executive support including diary, email, and workflow coordination.

·        Act as gatekeeper and prioritise executive issues.

·        Prepare high‑quality reports, presentations, and briefing materials.

·        Maintain executive records with the highest level of confidentiality.

Strategic Coordination

·        Support strategic planning and coordination across divisions and functions.

·        Liaise with senior internal and external stakeholders.

·        Coordinate cross-functional meetings, agendas, minutes, and decision follow‑up.

Project Participation

·        Support the planning, delivery, and tracking of assigned projects.

·        Develop project documentation, schedules, and status reports.

·        Coordinate project meetings, track milestones, and escalate risks where required.

·        Ensure adherence to SHS project management standards.

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.

 

Skills, Competencies & Knowledge

·                  Strong organisational and planning skills.

·                  Excellent written and verbal communication skills.

·                  High level of discretion and judgement.

·                  Advanced proficiency in Microsoft Office and digital tools.

·                  Ability to coordinate multiple workstreams simultaneously.

Risk management, quality, health & safety

All employees have general statutory obligations under Section 13 and 14 of the Safety Health and Welfare at Work Act 2005 as follows:

·        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 SHS protocols for implementing and maintaining these standards as appropriate to the role. Comply with relevant statutory provisions and take reasonable care for their own safety, health and welfare and that of any other person who may be affected by their acts or omissions at work.

·        Co-operate with Sunbeam House Services and any other person to enable relevant statutory provisions to be complied with.

·        Not engage in improper conduct or other behavior that is likely to endanger their own safety, health and welfare at work or that of any other person.

·        Attend training as required particularly training in relation to safety, health and welfare at work or relating to the job carried out.

·        Make correct use of the safety equipment, clothing or training provided, or other items provided for their safety, health and welfare while at work.

·        Not to intentionally, recklessly, or without reasonable cause, interfere with, misuse or damage any appliance or safety equipment provided to secure the safety health or welfare of persons arising at work.

·        Not to intentionally or recklessly place at risk the safety, health or welfare of other staff, clients, contractors or visitors or any person in connection with work activities.

·        Report to the Operations Manager/Senior Operations Manager/Person in Charge without delay any defects in equipment, article or substance, place of work, or systems of work which might be a danger to safety, health and welfare of which they are aware.

·        Report to the Operations Manager/Senior Operations Manager/Person in Charge without delay any work being carried on or likely to be carried on in a manner that might be a danger to safety, health and welfare of which they are aware, and any contravention of the relevant statutory provisions that may be a danger to safety, health and welfare of which they are aware.

·        Report all accidents immediately no matter how trivial to the Operations Manager/Senior Operations Manager/Person in Charge and Safety Officer using the organisation’s Accident Report Form.

·        Ensure they are not under the influence of an intoxicant to the extent that they are a danger to their own safety health or welfare at work or that of any other person, and submit to any appropriate, reasonable and proportionate tests by a competent person if reasonably required by Sunbeam House Services.

 

In addition, staff are reminded that:

·        They are not allowed to attend the premises or carry out duties whilst under the influence of drink or illicit drugs. Any person found breaking this rule will be liable to instant dismissal.

·        Any person who becomes aware that they are suffering from any disease or physical or mental impairment which would be likely to cause them to expose themselves to a risk of danger they must immediately inform their Operations Manager/Senior Operations Manager, Person in Charge or Supervisor.

·        Any person who is under medical supervision or on prescribed medication and who has been certified fit for work should notify their Operations Manager/Senior Operations Manager, Person in Charge or Shift Lead of any known side effects or temporary disabilities which could hinder their work performance, and which may be a danger to themselves, their fellow workers or clients.

·        Staff may be required to undergo a medical assessment of their fitness to perform work activities that give rise to critical risks to the safety, health and welfare of other staff, clients or others.

Whilst on duty, staff are not permitted to wear any item of clothing, footwear or jewellery which may cause a risk of injury to themselves, clients or staff colleagues. Staff who work with clients must ensure they are appropriately dressed for the nature of work carried out and are aware of potential dangers to clients and themselves regarding, for example, large fingernails, shoes, belts, buckles, jewellery, ties, hair and so on. Flip-flops, mules, slippers or high heels are not suitable footwear for staff working with clients. Wearing quantities of rings or bracelets or neck chains is not appropriate. The wearing of earrings other than a simple stud is specifically prohibited. The wearing of any other type of ring in pierced areas of the body is prohibited. The direction of the Person in Charge (or in their absence the person in charge of the work shift) and Operations Manager/Senior Operations Manager must be adhered to.

Education & training

·        Engage in the SHS performance appraisal process in conjunction with your manager as appropriate.

Eligibility criteria

Qualifications and/ or experience

·        A minimum of three years’ relevant administrative experience at Grade IV level or above.

·        Relevant qualifications in business administration or related areas (desirable).

·        Demonstrated ability to work in high‑pressure, fast‑paced environments.

·        Proven experience maintaining confidentiality and handling sensitive information.

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.

Post specific requirements

·        Experience supporting senior leaders in a complex organisation.

·        Knowledge of SHS structures, governance, and administrative processes (desirable).

·        Strong analytical, problem‑solving, and decision‑making skills.

·        Ability to build relationships and communicate confidently at all levels.

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

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.

 

Diversity, equality and inclusion

The Organisation is committed to creating an environment that promotes equality and dignity at work. We are committed to treating all employees, clients and organisation contacts equally, regardless of gender, civil status, family status, sexual orientation, religious belief, age, disability, race or membership of the traveller community. The Organisation believes that embracing equality and diversity in the workplace benefits not just the Organisation but also individual employees, departments and our clients. All our employees bring their own background, work style, distinct capabilities, experience and characteristics to their work. We want to utilise the widest range of skills, knowledge and experience in our Organisation while complying with legislation.

As well as treating people with dignity and respect, the Organisation strives to create a supportive environment in which all employees can flourish and reach their full potential, regardless of differences, experience or education. Harnessing the wide range of perspectives this diversity brings promotes innovation and helps make us more creative and productive.

Code of practice

Sunbeam House Services 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/.

 

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.

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, 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.

 

Pension Scheme

This is a pensionable position with SHS. 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.

Age

If an employee wishes to work past their 65th birthday they must notify HR and their manager with their retirement a minimum of 3 months before the date they wish to retire.

Probation

Every appointment of a person who is not already a permanent employee of SHS shall be subject to a probationary period of 6 months.

Protection of Children Guidance and Legislation

The welfare and protection of children is the responsibility of all SHS 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.