QPS Administrator

Overview:

The Quality and Patient Safety (QPS) Administrator provides administration support for departmental functions and will support the accurate data entry within the Quality and Patient Safety Department.

Key Duties and Responsibilities:

The list of key duties and responsibilities is not intended to be exhaustive and is subject to change depending on service requirements.

• Managing workflows in the area to ensure that an efficient service is provided.

• Providing administrative support (e.g. minutes, notes, Webex or Zoom support, managing support emails systems, booking meeting rooms) to staff in the Quality Department as allocated by the Line Manager.

• Responsible for accurately uploading data entry from Datix to NIMS.

• Support the copying and scanning of HealthCare Records.

• Support the checking of these copies to ensure correct patient identifiers are present and to check the quality of copy taken meets the required standard.

• Retrieval of Healthcare Records (HCR’s) from Medical Records and tracking of same whilst in the QPS dept.

• Dealing with queries from staff, or members of the public, in a prompt and professional manner, actioning appropriately within scope of role.

• Printing/posting/filing correspondence.

• Liaising as required with other departments and staff e.g. post room, medical records department.

• Adhering to all relevant Policies, Procedures and Guidelines (PPGs) and the HSE Code of Practice for Healthcare Record Management.

• Support system quality assurance including data entry accuracy and security.

• Support the QPS team in the development of documentation, action plans and training when changes to existing systems or processes are required.

• As a member of the Quality and Patient Safety Department, support the QPS team with the delivery of activities associated with patient safety and quality improvement programmes in St Vincent’s University Hospital.

▪ Participating in rotation of duties with other Grade IV Quality & Patient Safety Administrators within the department as required.

▪ Participate and support the function of the QPS dept as required by the Executive Assistant to Director of Quality and Patient Safety, the Quality & Patient Safety Manager and the Clinical Risk & Patient Safety Manager in conjunction with the Director of Quality.

Code of Practice:

It is a requirement for all staff in Medical Records and Patient Services to become knowledgeable about the HSE Code of Practice (COP) standards and to ensure their compliance with these standards.

Personal Development

• To assume responsibility for personal learning and development needs with evidence of commitment to on-going professional development

The above Job Description 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 him/her from time to time and to contribute to the development of the post while in office. This document must be regarded as an outline of the major areas of accountability at the present time, which will be reviewed and assessed on an on-going basis. The Hospital Structure is currently under review and therefore, reporting relationships may change.

Person Specification

Qualifications

Essential

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 Irish1. 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 Certificate Applied Programme does not fulfil the eligibility criteria.

Experience

Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

Core Competencies

• Knowing the Health Service & How it works

• Planning & Managing Resources

• Creating Team Spirit

• Being the communication channel

• Influencing People and Events

• Delivering Quality & Fairness for Service Users

• Embracing the Change Agenda

• Being a Role Model

Health

Candidates 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.

Character

Candidates for and any person holding the office must be of good character.

Particulars of Office:

The appointment is: Whole-time, Permanent and Pensionable

Panel: A panel may be formed to fill upcoming permanent, temporary full and part time vacancies over the next 6 months.

Annual Salary: €35,609 - €54,914 LSIs (01/08/2025)

These particulars are subject to change in line with overall public pay policy. Candidates should expect to be appointed on the minimum of the salary range and in accordance with the Department of Finance guidelines.

Probationary Period: The appointee shall hold office for a probationary period of six months – The Hospital’s Probation and Induction policy will apply.

Pension Scheme: The candidate will be entered into one of the Hospital Superannuation Schemes.

Working Hours: The person appointed will work a basic 35-hour week. You will be required to work the agreed roster / on call arrangements advised to you by your line manager. Your contracted hours of work are liable to change between the hours of 8am – 8pm over seven days to meet the requirements for the extended day services in accordance with the terms of the Framework Agreement. (Reference HSE HR Circular 003/2009). Flexibility on hours of attendance in response to service needs will be a requirement.

Annual leave entitlement: 27 working days per annum pro rata. Annual leave accrued must be taken within the duration of the contract or calendar year and as agreed between the candidate and the Head of Department.