Grade V Clinical Services support officer

Overview:

This SPC is for the purpose of cover of a maternity leave. The post of Clinical Services Support Officer is to support the work of the managers working within the Clinical Services Division in delivery of the requirements of their roles. The level of support required by each discipline manager will vary. However broadly, the post holder will work on behalf of these Clinical Services Managers from the following departments:

• Medical Physics & Clinical Engineering
• Medical Social Work
• Nutrition &Dietetics
• Occupational Therapy
• Pharmacy
• Physiotherapy
• Psychology
• Speech & Language Therapy

Key components of the role will involve:

• The administration related to work on hospital projects and national clinical care programmes
• The administration related to statutory registration of the professions
• Monitoring attendance of Clinical Service Division staff at Hospital Mandatory training programmes
• The co-ordination of contact lists, rosters, induction programmes
• The scheduling and arranging of meetings, taking of minutes etc
• Providing support to and supervision of the administration grades employed in the Clinical Service Division Departments as delegated by discipline managers
• The completion of sick leave returns across the Division
• Being accountable for timely adjustments to flexi systems and monitoring of annual leave and sick leave in the Directorate in conjunction with the support manager if required
• Effective communication with staff within the division and other relevant services
• Administration support for the recruitment process within each Department
• Data management including auditing, data quality management and management information preparation and interpretation
• An awareness of the roles of the HSCPs within the organisation and their goals and objectives
• Identification and management of risks including escalation where necessary
• Support and participation in Clinical Service Division projects, taking on a project management role where appropriate

General Duties:

• To perform his/her duties in collaboration with the Department Managers within the Clinical Services and the Head of Clinical Services
• Encourage good working relationships within the multidisciplinary staff of the Clinical Services Division and with other Hospital Departments/ Directorates
• To perform all aspects of clerical work to the highest standard
• To provide guidance and support to staff working in the area where appropriate
• To be responsible for accurately documenting and returning sickness and absence returns in accordance with hospital policy, performing analysis and highlighting trends
• To ensure that the professional statutory registration procedures, policies and SOPs are implemented across all relevant departments
• To maximise compliance with all mandatory training programmes across all departments
• To assist in the induction of new staff in the Clinical Services Division as required
• To assist in the organisation of interviews across the Clinical Services Division as required
• Identify opportunities for improvement and ways to streamline services and pursue same
• To attend training courses and meetings as appropriate to maintain up to date knowledge.
• Act with discretion and integrity at all times in relation to sensitive data linked to the Division or the hospital
• To cooperate with and support all project work undertaken in the Clinical Services Division
• To perform any other duties as may be appropriate to the grade.

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:

• 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.

Job Requirements / Desirable:

• Excellent interpersonal skills and communication skills
• Flexibility along with the ability to work on own initiative
• Strong organisational skills
• Ability to work as part of a team
• Ability to manage own work load while taking on supervisory duties
• Knowledge and Understanding of the Health sector
• Administrative experience

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