Grade IV Officer

Job Summary:

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.  

Principal Duties & Responsibilities:

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

Key Tasks

• Dealing with requests for blood test appointments and related queries.
• Dealing with requests for blood test results and related queries.
• Emailing blood test results as per directorate policy.
• Ordering of blood tests that are requested from OPD and G.P's using a combination of BHIS and SwiftQueue IT systems.
• Generating episode numbers using a combination of BHIS and SwiftQueue IT systems.
• Liase with couriers and taxi drivers in the dispatch of specimens, nationally and internationally.
• Documentation and referral of samples for testing to other hospitals, nationally and internationally.
• Scanning of G.P. request forms from Phlebotomy.
• Sorting, photocopying, filing and distribution of external blood test results.
• Posting of laboratory blood tests results back to requestor.
• Assist with training new members of staff.
• 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 III / 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 regular attendance is essential.

Health and 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.

Competencies

• The ability to communicate effectively both orally and in writing.
• The ability to transcribe, and edit data using a computer is essential.
• Should be able to work on own initiative and meet deadlines.
• Requires excellent organisational skills.
• Attention to detail.
• Experience in dealing with the public and providing empathy as required.
•  
• Planning & Organising skills.

Quality Management

• Comply with the requirements of ISO15189 and the quality system implemented in the Directorate.

Confidentiality   

In the course of your employment you may have access to, or hear information concerning the medical or personal affairs of patients and/or staff, or other health services business.  Such records and information are strictly confidential and, unless acting on the instruction of an authorised officer, on no account must information concerning staff, patients or other health service business be divulged or discussed except in the performance of normal duty.  In addition records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.

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 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.

Desirable & Role Specific Requirements:

• Previous experience in the Health Sector
• Previous administration experience
• Knowledge of department structure and system
• Excellent computer skills
• Verbal and written communication skills
• Ability to work as a team player and on one’s own initiative
• Typing skills
• Organisational skills and attention to detail

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