Clerical Officer

Details of Service: Cork University Hospital

Cork University Hospital (CUH) is Ireland’s largest Health Service Executive (HSE) facility and the country’s only Model 4 academic teaching hospital with all major specialties co-located on a single campus.

Serving as the designated tertiary referral centre for Cork and the wider South/Southwest region, CUH provides comprehensive care to a population of over 1.1 million people.

Key Highlights

• Home to Ireland’s busiest Emergency Department, managing one of the highest volumes of emergency cases nationwide

• Staffed by over 5,000 healthcare professionals, making it one of the largest employers in the region

• Hosts the highest number of clinical trials and education placements in Ireland, in partnership with University College Cork (UCC)

• Recognised as an OECI-accredited cancer centre, providing advanced oncology services and research

• National leader in complex care, treating the highest volume of stroke, hip fracture, and paediatric trauma cases in the country

Future Developments (2025–2031)

CUH is undergoing major expansion, with planned developments including:

• A state-of-the-art Elective Surgical Centre

• A new Academic Medical School Building

• Dedicated Paediatric and Oncology Centres

These projects are part of a long-term strategy to enhance CUH’s role as a national centre of excellence in clinical care, education, and research.

Reporting Relationship

The post holder will report to the relevant Business Manager or other nominated manager in the Directorate / Service Area.

Key Working Relationships

The post holder will engage with a variety of hospital professions, dependent on the area of appointment.

Purpose of the Post

To provide clerical and administrative support within a function and ensure the efficient day-to-day administration of their area of responsibility.

Principal Duties and Responsibilities

In line with employer policies, procedures, and best practice standards, the Clerical Officer will:

Administration

• Provide office support, answer queries, and provide a reception / telephone service

• Keep themselves appraised of the relevant documentation / procedures as relevant

• Manage data – including maintaining, correcting, collating, interrogating, validating, and processing data

• Maintain accurate, up-to-date records, filing systems, and records (computerised / paper copy)

• Assist in and/or prepare reports as necessary

• Provide required information and support to Business Managers, teams, team members, clients, patients, members of the public, etc.

• Action all communications in a timely manner

• Undertake any other administrative support and assignments as directed

• Represent the Service in a positive manner

Customer Service

• Promote and maintain a customer-focused environment

• Ensure that service users are treated with dignity and respect

• Act on feedback from service users/customers and report same to Line Manager

Service Delivery and Improvement

• Actively participate in innovation and support change and improvement initiatives within the service

• Identify potential problems/inconsistencies in a timely manner and consult with Line Manager as appropriate

Standards, Policies, Procedures, and Legislation

• Maintain own knowledge of relevant employer policies, procedures, guidelines, and practices to perform the role effectively

• Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate

• Adequately identify, assess, manage, and monitor 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

Candidates must have at the latest date of application:

Other Requirements Specific to the Post

• Access to appropriate transport to fulfil the requirements of the role

Skills, Competencies and/or Knowledge

Professional Knowledge & Experience

• Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria, and post-specific requirements of the role

• Maximises the use of ICT, demonstrating excellent computer skills, particularly Microsoft Office, Outlook, etc.

• Demonstrates the ability to work in line with policies and procedures

Planning and Managing Resources

• Demonstrates the ability to plan and organise own workload in an effective and methodical manner

• Delivers within timescales and to a quality standard

• Takes responsibility for work and sees it through to completion

Commitment to a Quality Service

• Demonstrates a commitment to providing a quality service, e.g., pays close and accurate attention to detail in their work

• Demonstrates awareness and appreciation of the service user

• Embraces the change agenda; demonstrates the ability to be flexible and adaptable in a changing work environment

Evaluating Information, Problem Solving & Decision Making

• Demonstrates strong analytical and numeracy skills, including the ability to analyse data to inform decisions

• Thinks through decisions to make sure they are in line with policy and local practice

• Gathers information from enough sources and other people to make well-founded decisions

Team Working

• Demonstrates the ability to work on own initiative as well as part of a team

• Contributes to a positive team spirit

• Demonstrates a willingness to become involved and help team members if they are under pressure

Communication & Interpersonal Skills

• Effective communication skills, including the ability to present information in a clear and concise manner

• Strong written communication skills

• Strong interpersonal skills, including 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.

• 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) may be placed on an order of merit and may 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

Tenure

• The current vacancy available is temporary and whole time/part-time

• The post is pensionable

• A panel may be created from which temporary 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 is Grade Code 0609 (01/08/2025): €31,118 - €32,868 - €33,299 - €34,173 - €35,451 - €36,730 - €38,010 - €38,941 - €39,992 - €41,213 - €42,078 - €43,287 - €44,508 - €46,798 – LSI €48,427

• 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, other Public Service Bodies, and Statutory Agencies

Working Week

• The standard working week applying to the post is 35 hours whole-time

• HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies

• Under the terms of this circular, all new entrants and staff appointed to promotional posts from 16 December 2008 will be required to work agreed roster / on-call arrangements as advised by their line manager

• Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016)

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 01 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 31 December 2004

Age

• The Public Service Superannuation (Age of Retirement) Act, 2018 sets 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