Directorate Support Administrator to the DNM

The specific duties for the post will be assigned to you by your Department Head

Job Summary:

The role of a Grade IV in Beaumont Hospital may require specific duties and responsibilities. It is expected that a Grade IV will provide cross cover when appropriate (e.g., sick leave, annual leave etc.). Some of these specific roles are highlighted below:

Grade IV Job Summary (General):

• Provide a variety of administrative functions and an efficient and effective clerical service to the Department assigned to.
• Provide general administrative support to the Directorate Nurse Manager and Clinical Directorate; diary management, minute taking, printing, photocopying, email management etc

Operational Management:

• Participate in the development and management of appropriate and relevant Standard Operational Procedures.
• Establish good office procedures in terms of consumable management.
• Be familiar with the appropriate standards in relation to National Standards for Safer Better Healthcare, Prevention and Control of Healthcare Associated Infections, Recommended Practices for Healthcare Records Management.
• Particular attention to ensuring systems in place for appropriate filing of all documentation associated with patients healthcare records.

Data Quality:

• To be aware that the quality of data regarding all activity within the Directorate is of the highest quality.
• Data Quality – familiarity with hospital projects in relation to healthcare records.
• Send copies of Referral Forms and Discharge Letters to relevant Community Palliative Care teams.
• Record all referrals and discharges.
• Inform medical administration/records of deaths.
• Ensure timely communication internally and externally with clinical staff.

Communication:

• Ensure good communication amongst staff to include regularly scheduled staff meetings, recording and circulating minutes when required.
• Deal sensitively with telephone calls
• Ensure timely follow-up of all queries to the office
• Observe appropriate escalation practices of issues to line manager

Personal Development/Training:

• Organise 100% attendance at Hospital Mandatory training.
• Identify own training needs with regard to the use of technologies as they apply to their role.

General Duties:

• Telephone duties
• Diary/email management
• Provide cross cover with other members of Directorate Admin Support as required
• Time and attendance management (as required)
• Sick leave returns (as required)
• Salary returns (as required)
• Act with discretion and integrity at all times in relation to sensitive data linked to the Department or the hospital.
• Attend and minute meetings as required.
• Perform such duties appropriate to the office as may from time to time be required and/or as directed by your supervisor/manager.
• Filing, photocopying and all other office duties.
• The above list of duties is not exhaustive and is intended to be merely representative of the type of tasks that could be assigned

Mandatory

1. Professional Qualifications, Experience, etc

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

(i) 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 Certification Applied Programme does not fulfil the eligibility criteria.

and

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

2. Age

Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within
the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). A
candidate who is not classified as a new entrant must be under 65 years of age on the first day of
the month in which the latest date for receiving completed application forms for the office occurs.

3. 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.

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

To apply, please see top of page.