Grade IV Patient Flow

Job Summary:

The role of a Grade IV in the Patient Flow will require specific roles and responsibilities. It is expected that a Grade IV in the Department will provide cross cover when appropriate within the Department (e.g. sick leave, annual leave etc).

Grade IV Job Summary (General)

• Provide a variety of administrative functions and an efficient and effective clerical service to the Department.
• Assist in the planning, co-ordinating and directing of the daily operation of the Department.
• Aware of the department KPI’s, goals and objectives and work with the Patient Flow team to achieve same.

Operational management

• Establish good office procedures in terms of consumable management
• 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.

Data Quality

• To ensure that the data usage in respect of all activity within the Department is of the highest quality.

• Data Quality – familiarity with hospital projects in relation to healthcare records. Manage all data for department and provide reports. Daily updating of all HCP/LTC applications.

• Manage the database for providing stats to HSE.

• Prepare reports for weekly HSE meetings.

• Collate data for performance monthly report

• Manage spreadsheet and emails for Home Care Packages

Communication

• Ensure good communication amongst staff and Consultants to include regularly scheduled staff meetings, recording and circulating minutes when required.

Human Resources/Workforce Planning

• Aware of reporting relationship and accountability within the Directorate.
• Aware of the absenteeism policy, in accordance with the HR policy and department KPIs.
• Ensure payroll returns are done in a timely manner to ensure all staff paid correctly and that premium payments are clearly identified if required.
• Maintain and update local clerical staff HR records if required.

Staff Development/Training

• Maximise attendance at Hospital Mandatory training.
• Identify own training needs with regard to the use of technologies as they apply to role.                                                                                                                                                             
• Participate in the implementation of unit based training programmes for newly appointed clerical staff and on-going training of staff with regard to their individual needs.

General Duties

• Encourage good working relationships within the multidisciplinary staff of the Department and with other Hospital Departments.
• 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.
• Provide cover for Operations when need arises as directed by Directorate Support Manager i.e. annual leave/sick leave, etc.
• Identify opportunities for improvement and pursue same.
• Assist in identification of service developments and opportunities within the Department.
• 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 all other relevant administrative duties as required.

This 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

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.