Executive Officer

Role Purpos

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:

The nature of the tasks and activities associated with the role will vary accordingly. It will involve:

• 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 the 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 three years’ experience working in an administrative role with at least one year’s experience in a supervisory position 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).

The experience that is desirable to effectively meet the requirements of the role:

• Experience of working in a regulatory environment.

• Skilled knowledge of Customer Relationship Management systems.

Principal Conditions of Service

Probation

A probationary period of six months applies to this position.

Pay

Candidates will be appointed on the minimum point of the salary scale (€38,419) and in accordance with the Department of Finance guidelines. The rate of remuneration will not be subject to negotiation.

The incremental progression for this scale is in line with Government pay policy. The salary scale for this position is as follows:

Executive Officer (PPC)

€38,419 €40,360 €41,456 €43,594 €45,510 €47,364

€49,211 €51,024 €52,890 €54,749 €56,722 €58,044

€59,928¹ €62,601²

After 3 years’ satisfactory service at the maximum

After 6 years’ satisfactory service at the maximum

Entry will be at the first point of the scale. An exception may occur where an appointee has been serving elsewhere in the public service in an analogous grade and pay-scale. In this case the appointment may be assimilated to the nearest point of the advertised salary scale with their incremental date adjusted accordingly.

Please note the rate of remuneration may be adjusted from time to time in line with Government pay policy.

Superannuation

Pensionable public servants (new joiners) recruited on or after 1 January 2013 will be members of the Single Public Service Pension Scheme. Please note that the Single Public Service Pension Scheme applies to all pensionable first-time entrants to the public service, as well as to former public servants returning to the public service after a break of more than 26 weeks. In certain circumstances, for example, where the public servant was on secondment or approved leave or remains on the same contract of employment, the 26-week rule does not apply. The legislation giving effect to the Scheme is the Public Service Pensions (Single Scheme and Other Provisions) Act 2012.