Postgraduate Education Co-Ordinator - Grade V

Grade V Job Profile

The post holder must have a good knowledge of the health service/public service environment.  The individual would understand the challenges of delivering hospital services at the frontline and be able to make connections between national policy /initiatives and their impact on the delivery of those services.  The individual would understand the contribution of the various disciplines to the delivery of quality services and on the hospitals ability to meet its overall performance targets.  In particular individuals at this level will be required to be able to assess the above policies, targets, initiatives etc and support managers and staff throughout the hospital to develop effective responses that will enable the hospital to deliver services while complying with national requirements.

The individual will be able to make clear connections between their work in HR and the delivery of quality care to patients and will have an awareness of the importance of serving both their internal and external customer. The post holder must have a good working knowledge of all aspects of HR best practice and employment law and be able to understand the legal context within which he/she carries out their duties.  This person must ensure that they keep up to date and have a general awareness of forthcoming changes in employment legislation and HR best practice, with particular emphasis on changes impacting their specific area. 

The post holder must have strong communication skills and be able to provide clear advice/information to managers and staff. He/she must have an appreciation of the needs of the organisation, the importance of change and will be required to have a good knowledge of IT packages and be proficient in the use of the Microsoft suite of applications. He/she will be required to have a focus on what constitutes value added activity and will strive to deliver change in the department consistent with this focus. The HR Department works as a team and this will require individuals to be flexible and adaptable to change, being role models for change within the organisation.  The individual will be able to support managers and staff to implement change required throughout the hospital, understanding the blockages to change and having a clear understanding of the need for a systematic approach to planning, implementing and evaluating the impact of change. 

The Beaumont Hospital HR Competency Framework:

• Embracing the Change Agenda
• Business and Performance Focus
• HR Best Practice – Legal and Administrative
• HR Best Practice – Staff Engagement and Talent Management
• Decisive Thinker
• Skilled Influencer
• Driven to Deliver
• Collaborative
• Personally Credible
• Courage to challenge
• Role Model

Job Summary:

The Medical Administration Officer is integral to developing the day to day function of the Medical HR unit of the HR department.  The post holder will work with other staff of the unit on a team working and collegiate basis and this will require the individual to be flexible and adaptable to change as directed by the Medical HR Manger and the HR Director as appropriate. 

The post holder will have a good knowledge of the health service environment and HR best practice.  Strong communication skills, a good knowledge of IT packages and be proficient in the Microsoft suite of applications.  The post holder will be required to demonstrate a systematic approach to planning their work

Key components of the role will involve:

• Effective communication with Consultant and NCHD staff, the directorate management teams and corporate services
• Optimisation of work practices, policies and procedures
• Data management including management information preparation
• Working with the management team to achieve the departments goals and objectives
• Participation in department and hospital projects as appropriate

The Grade V within the Medical Administration Team will be flexible to rotate between assignments on a structured basis.  To this end the Job Description covers all the duties that the Grade V within the Department will be expected to perform.  Staff will be assigned to specific functions by the Medical HR Manager, duties and responsibilities of which contain some or all of the following:

General Duties

• Promote equal opportunity and adherence to best practice
• Act with discretion and integrity at all times in relation to sensitive data linked to the hospital.
• To maintain personal and professional development to meet the changing demands of the job and participate in appropriate training activities
• To undertake health and safety obligations commensurate with the post and/or as detailed in the Departments Health and Safety Policy
• To perform such other duties appropriate to the post as may be assigned to him/her from time to time by the Medical HR Manager or such other officer designated by the Beaumont Hospital Board

Assigned Duties – Post Graduate Education

The assigned duties and area of responsibility is with the Post Graduate Education Office. The Post Graduate department it will continually grow and develop over time and enhance the service it provides to reflect the training needs of NCHD’s.  The successful candidate will:

• Contribute to the development of newer online / digital forms of postgraduate education.
• Will be involved in updating promotional material for the hospital, such as the BST training brochure.
• Be involved in supporting any social media resource developed to highlight postgraduate training in Beaumont Hospital.

The assigned duties are include but are not limited to the following:

• Organise and co-ordinate Medical Grand Rounds time table and circulate same to the consultant and NCHD staff.
• Will update the Postgrad section / pages of the Beaumont Hospital website
• Liaise with Learning & Development to maximise the online learning outputs using BORIS
• Organise On-line training where necessary
• Organise and co-ordinate Acute Medical Emergencies Symposium and circulate same.
• Publish diary of all Post Graduate activities that take place throughout the hospital during the year.
• Responsible for the overview of protected teaching for all NCHD’s
• Liaising closely with the RCSI, RCPI and other training bodies as required.
• Plan, organise and deliver post graduate training and events, tutorials, revision courses, clinical exams, workshops, book presenters, produce packs etc.
• Co-ordinate all Medical Council and training body inspections for the granting of accreditation certificates to Beaumont Hospital, ensuring all pre-inspection requirements and previous recommendations have been implemented in a timely manner.
• Secure sponsorship from pharmaceutical companies and raise funds for education programmes where required.
• Organise and co-ordinate MRCPI training in conjunction with all medical consultants and registrars.
• Liaison with Beaumont education leads, BST and HST groups when required.
• Responsible for the management of post graduate medical education fund.
• Ensure that all NCHD’s sitting membership exams are notified of tutorials taking place and kept up to date regarding any changes to time tables.
• Continually review membership timetables to ensure optimum experience is being given to students for exams.
• Update NCHD rotation schedules and coordinate/organise mock exams.
• Develop library of educational materials to support students in their study.
• Host external courses to support students in their study.
• Evaluate training programmes through questionnaires and verbal feedback from participants ensuring suggestions are followed up.
• Maintain contact mailing lists/email addresses and post graduate education website.
• Organise the BST assessments as required.
• Secretary to the NCHD forum & MET committee
• Organise NCHD induction, including completion of mandatory training prior to changeover day
• Responsible for the planning and organisation of the yearly GP study day for all GP’s within the catchment area
• Responsible for conducting regular audits on storm, looking for anomalies and gaps
• Support the roll out of projects such as JCI accreditation

General Operational

You may be re-assigned to general operational duties as follows at any time depending on service needs:

• Responsible for processing competitions from the initial stage to the final stage of the recruitment process in line with HR policies and procedures.
• Responsible for ensuring work permits applications and renewals are processed on time.
• Responsible for ensuring that all legally required qualification documents and certifications are maintained and up to date.
• To assist in the development of best practice recruitment processes and procedures in respect of Consultant and NCHD staff.
• Responsible for the effective implementation of HR guidelines, policies and procedures in        relation to Consultant and NCHD staff recruitment.
• Processing of all HR entitlements, policies and procedures for Consultant and NCHD staff.
• Processing recommendations Annual Increments, Probations for Consultant and NCHD staff.
• Processing monthly recommendations for all medical temporary staff whose contracts are due to expire and follow up on same, i.e. extension/cessation, monitoring each contract from a legal implications perspective and in accordance with Beaumont Hospital Policy.
• Recording and maintaining absence data and monitoring sick leave in line with Sick Leave Policy for Consultant and NCHD staff.
• To participate on Interview Panels as requested.

• Responsible for the preparation of NCHD on–call rosters for the hospital.
• Responsible for collating roster information to maximise efficiency.
• Responsible for ensuring EWTD information is collected and collated.
• To maintain and update computerised information systems and records ensuring the

       accurate recording of information. 

Projects/Service Developments

• Support the operational implementation of new service initiatives by providing advice, supporting the project team and developing operational policies and guidelines as required.
• Identifying opportunities for work process improvement.

The job description is an outline of the post as it is currently perceived by the hospital and will be subject to review and amendment.  This job description will therefore be subject to change in light of the various strategies for the hospital and the development of the Clinical Directorate model and any future developments that arise and will evolve and change over time.

Mandatory

In exercise of the powers conferred on me by Section 22 of the Health Act 2004, I hereby approve the
qualifications, as set out hereunder, for the appointment and continuing as Section Officer, Grade V
in the HSE.

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.

Desirable