Multi Task Attendant Administration Department

Purpose of the Post

The MTA will operate in a team environment whilst at the same time the post holder will be assigned responsibility for specific tasks under the direction of the designated officer

The MTA will be assigned responsibility for specific Healthcare Records logistics and delivery of stores supplies.

Principal Duties and Responsibilities

Duties appropriate to the Multi Task Attendant may vary depending on the setting. The context of specific departments, relevant training/knowledge required for the role assigned (Healthcare records, Delivery of supplies).

Multi Task Attendants may be required to move between different departments/relief duties and to work across admin, Caring, Cleaning, Catering roles to support service needs. In keeping with HIQA and HACCP standards Multi Task Attendants do not move between defined Caring, Cleaning, Catering roles at the same time/ on the same day/ shift. (Except in exceptional circumstances)

The MTA within the Administration Department i.e.; Healthcare records (HCR) /Stores Support Attendant role involves:

· Supporting the weeding of the Healthcare records in line with the National Healthcare Records and local SOPs and Policies

· Relocating the Healthcare records to designated storage areas

· Ensuring area of responsibility is always safe and clean at all times and compliant in Health& Safety legislation

· Support the stores department in the delivery of stock to departments around the hospital when required

The Multi Task Attendant when assigned will:

· Be responsible for carrying out duties appropriate to the relevant area and duties assigned, in keeping with National and locally agreed policies and standards.

· Ensuring compliance with data protection and privacy regulations when handling patient information.

· To ensure the provision of an effective and comprehensive health records service.

· To work with Hospital staff to promote chart management and to be proactive in that task.

· To support and work with key stakeholders in the areas of record management development.

· To assist in ensuring organisational compliance with the HSE Standards and Recommended Practices for Healthcare Records Management.

· To promote awareness of health record management within the hospital.

· To participate on internal and external committees as required.

· To support and co-ordinate if required companies responsible for external storage and transportation of Health Records.

Quality and Safety:

The Multi Task Attendant will:

· Support the implementation of a quality standards and improvements initiatives

· Work within their own role, adhering to current legislation, policies, procedures, protocols and guidelines.

· Maintain the confidentiality of all information made available to him / her during the course of his / her work

· Understand and adhere to all relevant policies ie. Health & Safety, Safety statements, Fire, Food Safety Standards, Infection Control Polices, Hygiene Standards, Waste Management policies, Manual Handling, risk management procedures and statutory obligations.

· Maintain a strict code of personal and general hygiene in the work place and present for work wearing the agreed attire and identification in line with existing policies and procedures

· Carry assigned bleep/phone for role assigned and be contactable at all times

· Report all complaints in line with service policy

Health & Safety including maintaining a safe environment:

The Multi Task Attendant will:

· In accordance with Health and Safety at work policy, observe all rules relating to Health and Safety and Conduct at Work and to use any equipment provided in a safe and responsible manner.

· Adhere to local procedures reporting to and leaving duty

· Be aware of risks and minimise same where possible. Be aware of fire exists, keep exits free from obstruction, attend mandatory fire training and participate in fire drills.

· Conduct his / herself in a manner that ensures the safe care of patients/ residents/ service users

· Only undertake any duty related to patient/ resident/ service user for which he/she is trained and advise relevant manager of any training needs.

· Attend to spillages when necessary as quickly as possible to prevent accidents

· Report any accidents, near misses or incident which may compromise the health and safety of patient/ resident/ service user/ staff/ visitors to the Person in charge and take appropriate action in line with local policies and procedures.

· Report any broken or unsafe items, equipment faults that need repair and take them out of circulation as required in keeping with service policy

· Report any maintenance issues promptly in keeping with service policy

· Move or assist in moving equipment and or furniture as necessary and ensure all equipment is stored safely

· Be responsible for appropriate storage and cleaning of patient/ resident/ service user equipment on the ward/service area in keeping with local policy

· Assist in keeping service areas clean and tidy.

· Assist with waste, laundry ensuring agreed standards for the segregation, storage, transportation of waste and laundry are maintained in line with local and national policies.

· Attend to hygiene, disinfecting and cleaning of equipment or environment in keeping with local and national policies and guidelines.

Communication and Teamwork:

Effective communication is a core skill required by Multi Task Attendant. These skills will be used to provide a caring service to the public in a courteous and effective manner.

The Multi Task Attendant will:

· Operate in accordance with the values of the HSE. These values include integrity and openness, respect and support, caring and loyalty to the organisation (Dignity at work Policy).

· Deal courteously with patients/ residents/ services users, their family, with visitors, other healthcare workers and with anyone whom they come in to contact in the course of their duties.

· Communicate effectively with all grades of staff and disciplines contributing to effective team working. Respect culture and diversity within the team. Strive to foster good working relationships within the team including handling conflict. Work effectively and co-operatively with colleagues in all disciplines. Develop and maintain good interpersonal relationships.

· Participate in maintaining a physical environment that communicates peace, comfort and caring to patients/ residents/ service users and their families.

Education & Training:

The Multi Task Attendant will:

· Attend induction and mandatory in-service training courses

· As directed, participate in the induction of new staff

· Participate in team based development, education, training and learning.

· Participate in appraisal and the development of a personal development plan in conjunction with his / her line manager.

Administrative Duties:

The Multi Task Attendant will:

· Attend staff meetings and contribute constructively to the smooth running of the relevant service area as required.

· As required update records in line with local policy relevant to the role assigned

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder will be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

1.Professional Qualifications, Experience, etc.

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

(i) Possess the relevant QQI Further Education and Training (FET) Level 5 Certificate in Health Service Skills

Or

(ii) FETAC Level 5 Certificate in Health Service Skills or Healthcare Support

Or

(iii) A relevant Healthcare qualification

Or

(iv) Be currently employed as an Attendant, Multi-Task or a comparable role and be

willing to undertake a QQI/FETAC Level 5 programme in Health Service Skills or

equivalent.

And

(b) Candidates must have the personal competence and capacity to properly discharge the duties of the role.

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

Must have relevant experience in moving and handling and working in a stock/store’s environment

Other requirements specific to the post

Must be flexible with work schedule

Skills, competencies and/or knowledge

Demonstrates the following:

Professional Knowledge

• Demonstrate evidence of knowledge of regulations including EHO, HIQA and HACCP regulations and the requirements in this role to adhere to same.
• Demonstrate knowledge to carry out the duties and responsibilities of the role
• Demonstrate knowledge in the area of healthcare
• Demonstrate an ability to apply knowledge to best practice
• Demonstrate a commitment to continuing professional development
• Demonstrate ability to work under pressure
• Demonstrate a commitment to assuring high standards and strive for a patient/ resident/ service user centred service
• Understands the importance of hygiene practices

Planning and Organising

• Demonstrate evidence of ability to plan work effectively and efficiently.
• Demonstrate flexible approach – to working hours, rostering e.g. unsocial hours/shift work, night duty, on call, attitude to work
• Demonstrates ability to manage deadlines and handle multiple tasks
• Demonstrates evidence of time management and know how to prioritise workload

· Reports, documents and records incidents and complies with local policy in relation to records, as appropriate.

Teamwork

• Demonstrate ability to work under direction or as part of a team.
• Demonstrate motivation and an innovative approach to job.
• Demonstrates respect to patients/ residents/ service users and staff
• Engages with Line Management & Colleagues to improve patient/ resident/ service user experience and outcomes

Patient/ Resident/ Service user/Customer Focus

• Demonstrates commitment to providing a quality service.
• Demonstrate evidence of ability to empathise with and treat patients/ residents/ service users, relatives and colleagues with dignity and respect.
• Demonstrate motivation to fulfil the role and contribute to improving the service.
• Demonstrate the ability to maintain confidentiality
• Is aware of “Person centred care” and understand need to follow care plans

Communication & Interpersonal Skills

· Demonstrates effective communication skills both written and verbal

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 description may be reviewed.

This job description 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.