Programme Co-ordinator

Location: Cork, Dublin or Galway Tenure: Immediate Permanent Vacancy; Programme Co-ordinator – Information Handling Centre HIQA intend to create panels for future permanent and fixed term Programme Coordinator vacancies within the Regulation Directorate. Blended Working: 1 - 2 days a week in the office and the remainder of the working week spent working from home. Further information can be found below in the Principal Conditions of Service under Blended Working Arrangements. Salary: €58,847 (Higher Executive Officer, Point 1) Role Purpose The purpose of this role within the relevant business unit and for HIQA as a whole: The Programme Co-ordinator has operational responsibility for managing the business administration function to ensure the smooth running of the relevant department within HIQA. They will lead an operations team responsible for co-ordinating day-to-day and future administrative and business intelligence functions. The role combines leadership, operational and quality improvement responsibilities and requires the position holder to work proactively and collaboratively within the team and wider organisation to continuously improve operational efficiency and quality of administrative matters. The post holder will also work closely with their respective management team to assist in overall management of the department, inclusive of assistance with the collation and analysis of relevant operational data. Immediate Vacancy; Programme Co-Ordinator Information Handling Centre: The Information Handling Centre (IHC) continually engages with service users, service providers and the general public and is an essential support service ensuring that HIQA’s function and purpose is communicated in an open, transparent and timely manner. The Programme Co-ordinator will support the IHC team in managing information received by HIQA and the Chief Inspector in relation to their respective roles and legislative mandates. The post holder will engage with both internal and external stakeholders in the handling and management of information and interactions. They will manage and oversee the process of receiving, processing, recording and signposting the solicited and unsolicited information to the relevant teams within HIQA or external if not within HIQA’s remit. 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 ƒ Seek clarity on the tasks associated with own role ƒ Complete tasks in compliance with policies and procedures ƒ Adhere to relevant legislation, standards and internal audits ƒ Fulfil any mandatory or professional competency requirements ƒ Maintain confidentiality and a professional approach ƒ Raise any concerns in relation to workplace health and safety ƒ Actively identify learning needs and development opportunities ƒ Actively contribute as a team member ƒ Follow direction and take on new and different tasks ƒ Set and achieve performance goals that contribute to HIQA strategy ƒ Regularly seek feedback to meet performance expectations and goals Common Tasks Manager Team management: ƒ Set clear strategic direction and action plans for direct reports ƒ Build team cohesion and cultivate an engaged, productive environment ƒ Undertake regular coaching, performance feedback and development conversations with direct reports ƒ Ensure direct reports access appropriate training and development ƒ Plan for and manage recruitment activity and vacant roles ƒ Manage staff retention and attrition effectively Operational management: ƒ Contribute to business planning and knowledge management ƒ Forecast and manage resources in line with available budget ƒ Ensure that policies and procedures in area are current and adhered to ƒ Ensure compliance with workplace health and safety standards ƒ Meet audit requirements and ensure legislative compliance ƒ Report on performance and relevant business measures as required ƒ Identify risks, and develop contingency plans where necessary ƒ 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: ƒ Support the delivery of the relevant regulatory programme ƒ Participate in the business planning process and operational planning to deliver a regulatory programme which supports the achievement of Business Planning Objectives. ƒ Assist the team with the management of business intelligence through the collation and analysis of relevant operational data. ƒ Line manage a team of administrative staff. ƒ Identify, assist and where appropriate lead on the development of internal systems and process enhancements. ƒ Ensure data is held and maintained in line with Information Governance policies. ƒ Assist in the auditing of team activities. ƒ Assist in the coordination of both internal and external stakeholder engagement activities (diary regular meetings, support organisation of regional stakeholder events, contribute to the annual report, prepare submissions for internal and external HIQA newsletters). ƒ Support the team’s current and future functioning within an information management system and support colleagues in their skills and knowledge development. ƒ Co-ordinate the review and response to submissions, correspondence, Freedom of Information requests, and Data Access requests. ƒ Support change management activities within the team, and wider Directorate as required, to meet emergent business needs. ƒ Provide support to work colleagues and undertake other ad hoc duties as required. ƒ Other tasks as delegated to you by your line manager. 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. ƒ Degree qualification (Level 7 on the National Framework of Qualifications or equivalent) in a discipline deemed relevant by the Authority for the post of Programme Co-ordinator The qualifications that are desirable to effectively meet the requirements of the role: ƒ A recognised qualification in business or business management 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. ƒ A minimum of 12 months experience in a supervisory or managerial role, with operational responsibility for team processes and delivering the team’s objectives and ƒ A minimum of three years relevant administration experience that is aligned to the role specific tasks outlined above Other knowledge and experience that are deemed necessary for the role. ƒ Experience of analysis of relevant business information using an information management system. The experience that is desirable to effectively meet the requirements of the role: ƒ Experience in a business management role which included the analysis and presentation of data and using business intelligence for continuous quality improvement and to meet business objectives. 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 (€58,847) 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: Higher Executive Officer €58,847 €60,567 €62,285 €64,000 €65,723 €67,437 €69,157 €71,637¹ €74,112² 1. After 3 years’ satisfactory service at the maximum 2. 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. For those who are not subject to the Single Public Service Pension Scheme (e.g. those transferring from other public service employment where the break in service, Page 15 of 20 if any, is less than 26 weeks), the terms of the Health Information and Quality Authority Superannuation Scheme will apply. Annual Leave Annual leave is 29 days per annum. Hours of attendance Hours of attendance will be fixed from time to time but will amount to not less than 35 per week. The appointee may be required to work additional hours from time to time as may be reasonable and necessary for the proper performance of his or her duties subject to the limits set down under working time regulations. Blended Working Arrangements HIQA has introduced blended working to offer more flexible working arrangements to all employees. We aim to strike a balance between being flexible, efficient, and resilient by facilitating blended working where practical, while enabling onsite interaction, collaboration, and support as required. All roles in HIQA have been assessed under the criteria of business needs and role suitability for blended working. This determined the proportion of time that employees will spend working in HIQA offices and working from home, depending on their role. Depending on the role, there may be a requirement to attend the office for more than the allocated number of days for training and on-boarding purposes at the start of your employment and during the probation period. A review of our blended working model confirmed that this model is working well in HIQA therefore we are now moving from Interim Blended Working to a long term Blended Working Model. Our existing policy and documentation will be revised and updated once the framework for the Work-Life Balance and Miscellaneous Provisions Act is published. Our model is in line with the Civil Service Framework for Blended Working in Ireland. Further guidance on HIQA’s Blended Working Policy, which includes eligibility criteria will be issued to successful candidates. This is an opt-in policy and details on how you can apply will be issued to you before you start.