Executive Officer

Salary: €36,044 (Executive Officer, Point 1) Blended Working: 2 - 3 days a week in the office and the remainder of the working week spent working from home.

Role Purpose The purpose of this role within the relevant business unit and for HIQA as a whole: The post holder will work as part of the Registration Team within the Regulation Directorate to support the work of the Directorate. The remit of this role encompasses administrative duties, project support, internal and external stakeholder engagement, and the execution of quality activities specific to the work of the Registration Team. The successful candidate will also support the Registration Programme Coordinator in the line management of Clerical Officers including task allocation, training delivery and solution identification.

Behavioural Expectations The way that HIQA people are expected to work to role model HIQA values: The incumbent of this role is expected to demonstrate HIQA’s Values in the delivery of every day work and interactions with clients and colleagues, by putting people first, being fair and objective, being open and accountable, demonstrating excellence and innovation and working together.

Common Tasks Team Member

• Seek clarity on the tasks associated with own role
• Complete tasks in compliance with policies and procedures
• Adhere to relevant legislation, standards and internal audits
• Fulfil any mandatory or professional competency requirements
• Maintain confidentiality and a professional approach
• Raise any concerns in relation to workplace health and safety
• Actively identify learning needs and development opportunities
• Actively contribute as a team member
• Follow direction and take on new and different tasks
• Set and achieve performance goals that contribute to HIQA strategy
• Regularly seek feedback to meet performance expectations and goals

Common Tasks Manager Team management:

• Set clear strategic direction and action plans for direct reports
• Build team cohesion and cultivate an engaged, productive environment
• Undertake regular coaching, performance feedback and development conversations with direct reports
• Ensure direct reports access appropriate training and development
• Plan for and manage recruitment activity and vacant roles
• Manage staff retention and attrition effectively

Operational management:

• Contribute to business planning and knowledge management
• Forecast and manage resources in line with available budget
• Ensure that policies and procedures in area are current and adhered to
• Ensure compliance with workplace health and safety standards
• Meet audit requirements and ensure legislative compliance
• Report on performance and relevant business measures as required
• Identify risks, and develop contingency plans where necessary
• Identify inefficiencies and implement improvements to work practices

Role Specific Tasks The key tasks and activities associated with the role: Key Duties and Responsibilities: The main elements of the role of Executive Officer include but are not limited to:

• Team management to include work allocation, mentoring and performance management
• Carry out quality assurance and quality control checks, adopting a solution focused approach to areas of concern
• Team training and competency development
• Escalation point for team in regard to quality and completeness of registration records
• Ensure records are maintained in line with regulatory management system requirements
• Support the response to correspondence received in line with policies and procedures
• Records management of meetings/co-ordination of actions and related follow up
• Coordination and development of new policies, SOPs, guidance
• Support the organisation of events and meetings
• Work as part of a team to support and deliver the Directorate/Pillars business plan objectives
• Participate, as required, in internal quality assurance and quality improvement programmes
• Undertake other duties and responsibilities as may be determined by your line manager or Registration Operations Manager
• Communicate effectively with stakeholders both internally and externally

The contents of any role description are not exhaustive and are intended to be indicative of the scope of the role.

Qualifications

• The qualifications that are essential to effectively meet the requirements of the role: In determining your eligibility the following are the essential qualifications that will be assessed as part of the shortlisting stage of the selection process.
• Has obtained a minimum of Grade D (or post 2017 Leaving Certificate O6 grade) in at least five subjects in the Established Leaving Certificate Examination or equivalent; Or
• has passed an examination at the appropriate level within the National Framework of Qualification or equivalent which can be assessed as being comparable to Leaving Certificate standard or equivalent or higher.

The qualifications that are desirable to effectively meet the requirements of the role:

• Degree qualification (Level 7 on the National Framework of Qualifications) or equivalent in a discipline deemed relevant by the Authority

Experience The experience that is essential to effectively meet the requirements of the role: In determining your eligibility the following are the essential knowledge and experience that will be assessed as part of the shortlisting stage of the selection process.

• A minimum of two years’ experience working in an administrative role relevant to the post.

Other knowledge and experience that are deemed necessary for the role.

The candidate must be able to clearly demonstrate the following:

• Excellent working knowledge of Microsoft Office suite including Word, Excel, PowerPoint and Outlook.
• Demonstrate ability of completing tasks accurately in an operationally complex and busy environment.
• Experience of using a document management system such as SharePoint, in line with General Data Protection Regulation (GDPR)