Medical Assessment/injury Unit Administration Supervisor

Grade V

Medical Assessment/Injury Unit Administration Supervisor

Job Specification & Terms and Conditions

Job Title and Grade

Grade V (Grade Code 0566)

Remuneration

The Salary scale for the post as at 01/08/2025 is:

€51,718, €53,265, €54,843, €56,456, €58,078, €59,969, €61,866

New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

Campaign Reference

SCH/008/2026

Closing Date

Monday 9th February 2026 @17:00hrs

Proposed

Interview Date (s)

Interviews will be held as soon as possible after the closing date. This is subject to change. Candidates will normally be given at least two weeks’ notice of interview. The timescale may be reduced in exceptional circumstances.

Taking

up Appointment

A start date will be indicated at job offer stage.

Location of Post

Ospidéal Cholm Cille, Bóthar Bhré, Baile Uí Lachnáin, Co. Bhaile Átha Cliath D18 V9K1

St. Columcille's Hospital, Bray Road, Loughlinstown, Co. Dublin D18 V9K1

There is currently one permanent, whole-time vacancy available in St Columcille’s Hospital.

A panel may be formed as a result of this campaign for Grade V Radiology Information Systems Manager from which current and future, permanent and specified purpose vacancies of full or part-time duration may be filled.

Informal Enquiries

We welcome enquiries about the role.

Name: Lorraine O’Toole

Email: GMoffice@hse.ie

Telephone: 012115214

Details of Service

St. Columcille’s Hospital is located on the border of County Wicklow. It is a model 2 hospital and is aligning itself to the Sláintecare vision. It has 117 inpatient beds and provides a range of services to a diverse population covering South County Dublin and County Wicklow. St. Columcille’s Hospital is committed to providing a quality, patient focused service in a way that meets all patient needs in an equitable, efficient and safe manner. We acknowledge the contribution of each member of staff and aim to encourage and support them in their on-going professional development. Services include a 7/7 Local Injury Unit, 7/7 Medical Assessment Unit, 113 medical inpatient beds incorporating Stroke & Ortho Rehab Units, Endoscopy, a 5/7 Day Surgery Unit, an Outpatient Department, Radiology and various diagnostic services for local GPs. St. Columcille’s Hospital acts as a hub and spoke model for integrated care. Located in St. Columcille’s Hospital is the National Centre for all obesity management and the National Gender Service.

Reporting Relationship

This role reports to the Grade VII, Administration & Consumer Affairs Manager or other nominated manager as required.

Key Working Relationships

The post holder will be expected to work on his / her own initiative and also to contribute as a member of the relevant hospital teams and will work closely with the CNM II and ADON Unscheduled Care, Consultants, NCHDs or other nominated Senior manager and in addition to assisting with the management of the administration services, the post holder will engage with:

• Multi-disciplinary team members
• Administrative staff internally and externally
• Community services
• Service users
• Sub Contractors

Purpose of the Post

· To provide administrative support within a function and to supervise assigned staff.

· Ensure patient accounts are followed up and balanced

· To provide management[LO1] , administrative and project support in the implementation of a range projects that are planned locally and nationally and to ensure that project deadlines are met and that service levels are maintained.

Principal Duties and Responsibilities

The position of Grade V encompasses both managerial and administrative responsibilities which include the following:

The MAU/IU Admin Supervisor within St Columcille’s Hospital is a critical role responsible for overseeing the non-clinical, administrative operations of the emergency department to ensure smooth patient flow, efficient service delivery, and compliance with standards.

Key Responsibilities

• Operational Management: Managing administrative staff, coordinating patient registration, scheduling, and reception processes.
• Performance Reporting: Preparing regular reports on key metrics, including waiting times, patient volume, and staff performance.
• System Oversight: Utilizing IT systems ie; Symphony, PAS for data entry, record-keeping, and tracking patient journeys.
• Compliance and Safety: Ensuring all administrative activities meet statutory requirements, HSE protocols, and HIQA standards.
• Workflow Optimization: Working with clinical staff (nurses/doctors) to streamline the patient experience and reduce bottlenecks.
• Human Resources Support: Assisting with recruitment, training, and rostering of admin staff.

Administration

· Ensure the efficient day-to-day administration of area of responsibility.

· Ensure deadlines are met and that service levels are maintained.

· Ensure policies and procedures are well documented, understood and adhered to.

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

· Ensure line management is kept informed of issues.

· Ensure that stakeholders are kept informed and that their views are communicated to middle management.

· Maximise the use technology in ensuring work is completed to a high standard.

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 / Supervision of Staff

· Supervise and ensure the wellbeing of staff within own remit.

· Ensure an even distribution of workload amongst the team, taking into account absence due to annual leave etc.

· 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.

· Deal with under performance in a timely and constructive manner.

· Identify training and development needs of staff in own area.

· 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 and work of team.

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

· Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise.

· 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

· Have supervisor experience within theHSE relevant to the role

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

· Experience in with the preparation of documents, reports, presentations and audits, 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

· All posts in St Columcille’s General Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required.

· Access to appropriate transport in order to fulfil the requirements of the role.

· Candidates will be required to take up duty within 6 weeks of receipt of the formal offer of employment

Skills, competencies and/or knowledge

Professional Knowledge & Experience

For example:

· 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, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.

· Demonstrate the ability to work in line with relevant policies and procedures.

· Demonstrate commitment to developing own professional knowledge and expertise.

Planning and Managing Resources

For example:

· 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

For example:

· 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.

Evaluating Information, Problem Solving & Decision Making

For example:

· 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.

Team working

For example:

· 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.

Communications & Interpersonal Skills

For example:

· 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 and 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.

Grade V

Terms and Conditions of Employment

Tenure

The current vacancy 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 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

Remuneration

The Salary scale for the post as at 01/08/2025 is:

€51,718, €53,265, €54,843, €56,456, €58,078, €59,969, €61,866

New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

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.

You are required to work agreed roster/on-call arrangements advised by your Reporting Manager. Your contracted hours are liable to change between the hours of 8.00am and 8.00pm over seven days to meet the requirements for extended day services in accordance with the terms of collective agreements and HSE Circulars.

Annual Leave

The annual leave associated with the post will be confirmed at contracting stage.

Superannuation

This is a pensionable position with the HSE. 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. Members of pre-existing pension schemes who transferred to the HSE on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme which are no less favourable to those which they were entitled to at 31st December 2004

Age

The Public Service Superannuation (Age of Retirement) Act, 2018* set 70 years as the compulsory retirement age for public servants.

Public Servants not affected by this legislation:

Public servants joining the public service or re-joining the public service with a 26 week break in service, between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age.

Public servants, joining the public service or re-joining the public service after a 26 week break, after 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70.

Probation

Every appointment of a person who is not already a permanent officer of the Health Service Executive or of a Local Authority shall be subject to a probationary period of 12 months as stipulated in the Department of Health Circular No.10/71.

Protection of Children Guidance and Legislation

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

Infection Control

Have a working knowledge of 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.

Health & Safety

It is the responsibility of line managers to ensure that the management of safety, health and welfare is successfully integrated into all activities undertaken within their area of responsibility, so far as is reasonably practicable. Line managers are named and roles and responsibilities detailed in the relevant Site Specific Safety Statement (SSSS).

Key responsibilities include:

· Developing a SSSS for the department/service[1], as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.

· Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection.

· Consulting and communicating with staff and safety representatives on OSH matters.

· Ensuring a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.

· Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with HSE procedures[2].

· Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.

· Reviewing the health and safety performance of the ward/department/service and staff through, respectively, local audit and performance achievement meetings for example.

Note: Detailed roles and responsibilities of Line Managers are outlined in local SSSS.

[1] A template SSSS and guidelines are available on the National Health and Safety Function, here: https://www.hse.ie/eng/staff/safetywellbeing/about%20us/

[2] See link on health and safety web-pages to latest Incident Management Policy

[LO1]Line