Job Specification and Terms & Conditions
Job Title & Grade
Grade IV: Clerical Administrator (Part-Time/Specified Purpose Contract)
Campaign Reference RQ988
Closing Date 20th June 2025
Proposed Interview Date Mon 30th June 2025
Taking Up Appointment To be confirmed
Informal enquires Audrey Dolan at [email protected]
Location of Post Peamount Healthcare, Newcastle, Co. Dublin
Details of Service
Peamount Healthcare is an independent voluntary organisation that provides a range of high-quality health and social care services. We help people return home after a serious illness, we provide safe and homely residential care for those who need it, and we support people to live as independently as possible in the community.
Peamount Healthcare Services Include
Neurological Rehabilitation Services
Neurological Disability Services including residential services
Age Related Rehabilitation and Residential Services
Rheumatology Rehabilitation Service
Respiratory Services including Rehabilitation and Sleep services
Residential Services for Older adults with Intellectual Disability
Community Outpatients Services
Peamount Healthcare is committed to the following values:
Person centred - seeing each person as unique, giving them a voice and focusing on ability.
Respect - creating a supportive environment where everyone is given courteous and respectful care and support.
Excellence - enabling interdisciplinary teams to deliver high quality integrated care, meaningful outcomes with a focus on continuous improvement.
Team working - fostering an inclusive, healthy working environment where people are valued and recognised for their individual and shared achievements.
Quality improvement - supporting teams to embed continuous improvement methodology as part of everything we do.
Education & Research - partnering with academia to support education, learning, research and evidence-based care.
Reporting Relationship Administration Manager
Purpose of Post
The Clerical Officer role within the Administration Department of Peamount Healthcare covers the following areas;
Peamount Healthcare Reception
Admissions
Outpatients Department
Radiology Department
Medical Administration
Medical Records
Ward Clerk Rehabilitation Units
Specific tasks are allocated to these roles as outlined below which are formally monitored by the Administration Manager and Director of Rehabilitation on a quarterly basis or more frequently as required. Cross cover for leave between all posts is required excluding reception.
Eligibility Criteria Qualifications & Experience
The Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office.
Essential
- 2 years administrative experience
- Excellent office-based communications skills including phone, email, letter writing and note-taking, and be able to communicate effectively in a clear and concise manner
- Microsoft Packages
- Experience with Electronic Health Records (EHR): Familiarity with medical software systems like PAS, and TPro
- Excellent Customer Services skills
- A flexible approach to carrying out the duties of the post including providing Provide efficient general administrative support to the designated area.
Desirable
- Hospital Settings experience
- Diploma or Certificate in Medical Administration / Office Management
Skills, Competencies and Knowledge
Problem-Solving and Critical Thinking: Ability to handle complex or unexpected issues calmly and efficiently, such as resolving patient complaints or technical challenges with medical software.
Proactive Attitude: A self-starter who can anticipate problems and take the initiative to resolve them without waiting for instruction.
Strong Work Ethic and Reliability: A candidate who is dependable, punctual, and demonstrates a high level of responsibility in their role.
Excellent Interpersonal Skills: Ability to work well with a variety of people, including healthcare professionals, patients, and administrative staff. Being approachable and personable can help with patient interactions and team collaboration.
Flexibility and Adaptability: In healthcare, things can change quickly, and a desirable candidate will be someone who can remain adaptable to new workflows, policies, or technologies.
Other requirements
specific to the post
Principal Duties & Responsibilities
Ward Clerk Rehabilitation Units
Provide administrative support to the unit under the supervision of the Clinical Nurse Manager reporting to the Administration Manager
Responsibility for documentation and registration on all electronic systems (PAS)
Discharged patient chart management
Statistics/KPIs on agreed timelines
Support for inpatient rehabilitation units as required
All relevant patient administration
Supporting the cover of breaks and leave at Reception
Completion of admission documentation for inpatients
Follow up all outstanding admission documentation
Support for inpatient rehabilitation units as required
Medical Records
Responsibility for the administration and management of the medical records on the unit
Support for other departments as required in consultation with line manager
Appointment management to include new referrals or outpatient appointments
Radiology Department
Booking and scheduling of radiology appointments.
Organise transport for inpatients.
Administration Services
Provide administrative support to ensure the smooth running of the department.
Maintain clear, accurate and up-to-date records, documentation, reports and statistics relevant to department activity in conjunction with departmental staff and make this information available to management as required
Implement service improvement programmes focused on key performance targets under direction of Administration Manager/Director of Rehabilitation.
Ensure that services are responsive to the needs of internal departments and external customers.
Keep the design and configuration of services under regular review, anticipate and partake in developing proposals for change, in conjunction with Administration Manager, to ensure practice remains up to date
Participate in internal and external groups as required To assist in the planning, development and implementation of new systems as required with special reference to the introduction and development of computerised systems in conjunction with your Administration Manager.
To attend both internal and external training as identified by your Administration Manager.
To assist in the provision of training for staff if requested.
Meet regularly with Administration Manager to discuss activity, KPI's, Manpower Planning and various issues relating to the department
Demonstrate flexibility and provide cover as needed in all areas
Provide support to the medical administration function under supervision of your Administration Manager.
Responsibilities
Participate and cooperate with legislative and regulatory requirements with regards to Quality, Risk and Safety including GDPR, Freedom of Information and HIQA.
Assist in the implementation of new legislation/guidelines and associated reports and tasks.
Action all appropriate communications in a timely manner.
Understand how your department impacts on the service users.
Understand how neighbouring departments and functions must combine their efforts to achieve optimum service levels.
Use knowledge of the organisation's structures to help achieve results.
Treat all service users with respect.
Always maintain confidentiality
Adhere to standard operating procedures in relation to patient services functions.
Ensure that all services operate in accordance with Organisation's policies and procedures.
Any Change to the Job Description will be discussed locally in the first instance before implementation, with a view to agreement being reached.
The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office.
Campaign Specific Selection Post
A ranking and or short-listing exercise may be carried out on the basis of information supplied in your CV. The criteria for ranking and or short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore, it is very important that you think about your experience in light of those requirements
Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process
Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview depending on the service needs of the organisation.
Annual registration
The reform programme outlined for the Health Service may impact on this role and as structures change the job description may be reviewed.
The job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive or restrictive and is subject to periodic review with the employee concerned.
Terms & Conditions of Employment
Peamount Healthcare, Newcastle, Co. Dublin.
Tenure
The current vacancy available is a Specified Purpose post on a part-time basis.
The post is pensionable. A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled. The tenure of these posts will be indicated at "expression of interest' stage.
Appointment as an employee of Peamount Healthcare is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004.
Remuneration
Remuneration is in accordance with the salary scale approved by the Department of Health: Grade IV.
Current salary scale with effect from March 2025: €35,256 (point 1) to €54,370 (point LSI).
Working Week
The hours allocated to this post are 17.5 hours per week with 7 hours as a standard working day. The allocation of these hours will be at the discretion of the Department Head and in accordance with the needs of the service.
HSE Circular 003-2009 "Matching Working Patterns to Service Needs (Extended Working Day/Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016" applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016
Annual Leave
As per Health Service Executive (HSE)
Probation
All employees will be subject to a probationary period as per the probation policy. This policy applies to all employees irrespective of the type of contract under which they have been employed. A period of 12 months' probation will be served:
On commencement of employment.
Fixed term to permanent contract.
Permanent employees commencing in promotional posts will also undertake a probationary period relating to their new post.
Pension
Employees of Peamount Healthcare are required to be members of the Hospitals Superannuation Scheme. Deductions at the appropriate rate will be made from your salary payment.
If you are being rehired after drawing down a public service pension your attention is drawn to Section 52 of the Public Services Pension (Single and Other Provisions) Act 2012. The 2012 Act extends the principle of abatement to retired public servants in receipt of a public service pension who secure another public service appointment in any public service body.
Maternity
Maternity leave is granted in accordance with the terms of the Maternity Protection Acts 1994 and 2001.
Sick Leave
Peamount Healthcare operates a Sickness Absence Management policy in line with the new Public Service Sick Leave Scheme as introduced in 31st March 2014. An employee cannot avail of paid sick leave during their first 12 months of employment with the hospital.
Pre-Employment Health Assessment
Prior to commencing in this role, a person will be required to complete a form declaring their health status which is reviewed by the hospital's Occupational Health Service and if required undergo a medical assessment with this department. Any person employed by Peamount Healthcare 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.
Validation of Qualifications & Experience
Any credit given to a candidate at interview, in respect of claims to qualifications, training and experience is provisional and is subject to verification. The recommendation of the interview board is liable to revision if the claimed qualification, training or experience is not proven.
References
Peamount Healthcare will seek up to two written references from current and previous employers, educational institutions or any other organisations with which the candidate has been associated. The hospital also reserves the right to determine the merit, appropriateness and relevance of such references and referees.
Garda Vetting
Peamount Healthcare will carry out Garda vetting on all new employees. An employee will not take up employment with the hospital until the Garda Vetting process has been completed and the hospital is satisfied that such an appointment does not pose a risk to clients, service users and employees.
Character
Candidates for and any person holding the office must be of good character.
Health & Safety
These duties must be performed in accordance with the hospital health and safety policy. In carrying out these duties the employee must ensure that effective safety procedures are in place to comply with the Health, Safety and Welfare at Work Act. Staff must carry out their duties in a safe and responsible manner in line with the Hospital Policy as set out in the appropriate department's safety statement, which must be read and understood.
Quality, Risk & Safety Responsibilities
It is the responsibility of all staff to:
Participate and cooperate with legislative and regulatory requirements with regard to Quality, Risk and Safety.
Participate and cooperate with external agencies on safety initiatives as required.
Participate and cooperate with internal and external evaluations of hospital structures, services and processes as required, including but not limited to:
O National Standards for Safer Better Healthcare.
O National Standards for the Prevention and Control of Healthcare Associated Infections.
O HSE Standards and Recommended Practices for Healthcare Records Management
O Safety audits and other audits specified by the HSE or other regulatory authorities.
To initiate, support and implement quality improvement initiatives in their area which are in keeping with the hospital's continuous quality improvement programme.
It is the responsibility of all managers to ensure compliance with regulatory requirements for Quality, Safety and Risk within their area/department
Specific Responsibility for Best Practice in Hygiene
Hygiene in healthcare is defined as "the practice that serves to keep people and the environment clean and prevent infection. It involves preserving one's health, preventing the spread of disease and recognizing, evaluating and controlling health hazards."
It is the responsibility of all staff to ensure compliance with hospital hygiene standards, guidelines and practices.
Department heads/ managers have overall responsibility for best practice in hygiene in their area.
It is mandatory to complete hand hygiene training every 2-years and sharps awareness workshops yearly.
