Grade IV Officer, High Speed Typist.

Post Title:

Grade IV Officer, High Speed Typist.

Post Status:

Temporary

Department

Laboratory Directorate

Location:

General Pathology

Reports to:

Directorate Support Manager

Salary:

Appointment will be made on Grade IV Officer (€35,256 - €51,206, LSI1 €52,768, LSI2 €54,370) at a point in line with Government pay policy. 

Hours of work: 

full time, 35 hours

Closing Date:

12 noon on 24th of July 2025.

Please note the hospital reserves the right to close the competition early should a substantial number of applications be received.

Grade IV Job Summary (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.

GENERAL DUTIES:
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 TASKS:
• 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.

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

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
• Adaptability
• 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.
STAFF IDENTIFICATION
It is Hospital policy that all staff members wear their identification card while on duty. Before commencing duty with the Hospital each staff member should contact the Security Officer by telephoning 809 2110 or 809 2142 regarding their identification card which is also used for access to Staff Car Parks.

Where a staff member concludes employment with the Hospital, that person must, without delay, return the card to the Human Resources Department or the Security Service.
SECURITY
Staff are advised that the Board does not accept responsibility for property lost or damaged on hospital premises, whether by fire, theft or otherwise with the exception of money or valuables which have been handed over to the Board for safekeeping and for which receipt had been given. Members of the staff are accordingly advised to cover themselves by insurance as far as they think proper.

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.

2. 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.

5. High Speed Typing Cert (45wpm).

Desirable:

Excellent computer skills
Verbal and written communication skills
Ability to work as a team player and on one’s own initiative

Organisational skills and attention to details

Experience in the Health Sector
Previous administration experience

Knowledge of department structure and systems