UHWM In Support Services & Switchboard Department

*********PLEASE COMPLETE THE APPLICATION FORM FULLY, CV'S ARE NOT ACCEPTED***********

Principal Duties and Responsibilities

The position of Staff Officer encompasses both managerial and administrative responsibilities which include the following:

Administration

• Ensure the efficient day-to-day administration of area of responsibility
• Ensure deadlines are met and that service levels are maintained
• Ensure an even distribution of workload among team, taking into account absence due to annual leave etc
• Ensure policies and procedures are well documented and understood and adhered to by staff in own section
• Ensure accurate attention to detail in own work and work of team
• Use appropriate technology to ensure work is completed to a high standard
• 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 the service is kept informed and that their views are communicated to middle management
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service

Human Resources / Supervision of Staff

• Supervise and ensure the well-being of staff within own remit
• Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships
• Deal with under performance in a timely and constructive manner
• Identify training and development needs of staff in own area
• Promote co-operation and working in harmony with other teams and disciplines

Customer Service

• Promote and maintain a customer focused environment by ensuring service-users are treated with dignity and respect
• Seek feedback from service users/customers and implement change to incorporate same, in agreement with line manager

Service Delivery and Improvement

• Embrace change and adapt local work practices accordingly, ensuring team knows how to action changes
• Encourage and support staff through change processes
• Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise

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 etc.
• Pursue continuous professional development in order to develop management expertise and professional knowledge
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other 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

Support Services

• Working as part of the wider Support Services Management function ensuring that departmental operations run effectively while contributing to the broader objectives of the Support Services team. The role requires close collaboration with colleagues across multiple areas and the ability to undertake duties as delegated by line manager
• The role requires flexibility, adaptability and collaboration with a dynamic environment recognising that departmental structures, reporting structures and responsibilities may evolve in response to service needs
• Work in close conjunction with the Support Services Manager on Support Service projects
• Collaborate across the support services manager team to support cross departmental initiative and share objectives
• Undertake cross cover of duties within the Support Services Management team during times of leave or absences
• Will be responsible to use the IFMS procurement system as required to support departmental processes

Switchboard Supervisor/Payroll Officer Role/IFMS

• Operational responsibility for organisation and supervision of work and staff in the switchboard to ensure that working practices and professional standards are maintained in line with best practice ensuring both the quality and efficiency of the service provided
• Identify and meet the training needs and requirements of new staff
• Maintain and update all policies and procedures
• Delivery and management of the Switchboard Service ensuring a 24/7 service is adequately maintained.
• Manage HR policies such as sick leave in line with the Attendance Policy.
• Manage staff rostering and individual performance management.
• Be responsible for manpower planning and recruitment for the department, in liaison with the Support Services Manager and the Human Resources Dept.
• Switchboard preparedness in relation to Hospital Major Emergency Plan
• Operational management of Bleeps
• Compile and maintain daily doctors on call rotas - NCHD and Consultant
• Provide softex phone reports for the Finance Department
• Provide KPI’s and staffing reports on a monthly basis to the line manager
• Providing assistance in the implementation of any new systems which may come on board for payroll.
• Validation of fortnightly payroll
• Monitoring of sick leave entitlements
• Liaising with Payroll Head Office in Kilkenny re: all payment queries
• Liaising with local Hospital Payroll re: all payment queries
• Management of overtime claim forms and Short Term Deduction Payments
• Updating or rosters for the following departments: HIPE, Switchboard, Patient Accounts, Accounts Payable, Central Supplies/Stores and Management
• Raising Purchase Orders and Processing of invoices via the IFMS system

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 him/her from time to time and to contribute to the development of the post while in office.