Grade IV Officer, High Speed Typist, Laboratory Directorate

Position Summary:

Essential to the role:

High Speed Typing Cert – minimum 45 wpm

Grade IV Officer (General)

Provide a variety of administrative functions efficiently and effectively to the Laboratory Directorate

Assist in the planning, co-ordinating and directing of the daily administration operations of the Directorate.

Aware of the Laboratory Directorate KPI’s, goals and objectives and working with the Directorate Support Supervisor, Directorate Support Manager and Business Manager to achieve same.

Under general supervision and following established policies and procedures, provides secretarial and administrative support to the Directorate of Laboratory Medicine. Plans and organises work to comply with established deadlines and priorities. 

Key Duties & Responsibilities:

• Transcribe and type materials to include all correspondence on clinics, discharges, theatre notes and ward round notes where applicable. Proof-read and edit material for grammar, punctuation and spelling.
• Typing of Departmental correspondence as required.
• Typing all aspects of reports on Winpath / other internal hospital IT system and distribution of authorised report to requestor.
• MDM preparation as required.
• Email of reports as per Directorate policy.
• Faxing as per Directorate policy.
• Photocopying / Filing when necessary.
• Scanning as required.
• Answers, screens and routes telephone calls, deals with visitors and staff that present to the Department.
• Tracking all charts that are given into their care and ensuring speedy return of same.
• Attending and recording minutes of Departmental meetings as required.
• Preparation of slides and presentations as required.
• Request and obtain charts for clinic or day ward.
• Preparation of clinic / day ward: If necessary
• Preparing statistics when required.
• Assist team members with workload when deemed necessary.
• Assist with training new members of staff as appropriate.
• Any other appropriate duties as assigned by the Directorate Support Manager.

General Tasks:

• Assist in the overall day to day operations of the administration offices.
• Open and sort mail
• Maintain departmental files and records, collect and record information on hospital and departmental databases, compile and distribute reports, monitor and maintain office equipment and supply inventory.
• Participate in the quality management system in line with ISO 15189 accreditation requirements including SOP’s, auditing and non-conformities.
• Attend departmental meetings as requested.
• Establish good office procedures in terms of consumable management.
• Ensure patient confidentiality is maintained at all times and comply with GDPR requirements.
• Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital.
• Show initiative and promote continuous improvement across the directorate.
• Duties must be carried out in such a way that will ensure timely communication of information on patients to the relevant G.P’s and other agencies.
• It is expected that a Grade IV in the Directorate will provide cross cover when appropriate within the Directorate (e.g. sick leave, annual leave etc).
• Promote open communications and healthy working relationships.
• Good time keeping and attendance is essential.

Specific Duties

Clerical General Duties

1. Answers, screens and routes telephone calls and greets, directs patients/families, visitors and staff.
2. Clinic preparation. Pull, prepare, and sit in clinics.
3. Make all relevant appointments for out patients attending clinic.
4. Transcribe and type materials to include all correspondence on Clinics when required, laboratory correspondence.
5. Proof-read and edit material for grammar, punctuation and spelling.
6. Faxing when necessary.
7. Photocopying when necessary
8. Tracking all charts that are given into their care and ensuring speedy return of same.
9. Assist in the overall smooth running of the office. Open and sort mail, schedule meeting, maintain departmental files and records, collect and record information on hospital and departmental databases, compile and distribute reports, monitor and maintain office equipment and supply inventory.
10. Prepare and collate information for the accounts department in relation to external users.
11. Cover for absent staff members when required.
12. Compliance with the requirements of ISO15189 during performance of duties.

Clerical Duties (Immunology)

1. Entering results from external laboratories for Immunology tests performed onto the BHIS system.
2. Attending and recording minutes of meetings as required for the Immunology Department.
3. Keep a schedule of the consultant’s appointments and meetings.
4. Preparation of slides and presentations if required.

Clerical Duties (Histocompatibility & Immunogenetics)

1. Assist with the processing of HLA to the units.
2. In liaison with the technical staff, contact the Dialysis Unit nationally as required to obtain necessary information regarding patients. All data received to be entered on the H&I computer system and onto patient’s paper records in some cases. 
3. Assist with the production of weekly transplant waiting lists and dispatch accordingly.
4. Assist with the production of the monthly national mailing of transplant lists and dispatching same.
5. Assist with the production of various policies, standard operating procedures, and questionnaires etc, used in association with accreditation in the department. Maintain and update above as required.

HEALTH & SAFETY

• Be familiar with the appropriate standards in relation to evaluation of infection control data, compliance with hygiene audits and the hospital’s infection control policies and procedures etc
• Be up to date with mandatory training eg Hand Hygiene, Fire Training and Manual Handling.
• Assist and comply with directorate Health and Safety procedures.

PERSONAL DEVELOPMENT

• In conjunction with line manager agree learning objectives designated to meet development goals to improve service.
• Participate in performance and joint review meetings with line manager as requested.
• Participate in continuous professional development as relevant

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.

Selection Criteria: 

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post. 

Applications will be assessed on the basis of how well candidates satisfy these criteria.

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 or equivalent 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.

Experience Required:

Experience in Health Sector in the Laboratory Directorate.

Previous administration experience.

Knowledge of department structure and systems.

Typing skills essential, High Speed Typing Cert – minimum 45 wpm

Essential to the role:

High Speed Typing Cert – minimum 45 wpm

If an appointee has previously been employed in the Civil or Public Service and that appointee is entitled to or in receipt of a pension from the Civil or Public Service or where a Civil/ Public Service pension comes into payment during the appointee’s re-employment that pension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and other Provisions) Act 2012.

Please note: In applying for this position you are acknowledging that you understand that the abatement provisions, where relevant, will apply. It is not envisaged that the employing Department/ Office/ Body will support an application for an abatement waiver in respect of appointments to this position.

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)