Cochlear Admin Grade V Supervisor Clinic and CI Stock Operations

Leadership and Staff Supervision

Provide day-to-day supervision and support to administrative staff.
Manage staff induction training development and performance.
Promote effective communication and teamwork within the department.
Facilitate continuous professional development opportunities for staff.
Ensure staff engagement through open transparent and effective communication.
Escalate issues appropriately to management when required.
Support workforce planning and service continuity within the administrative and Cochlear MDT.

Cochlear Implant Stock Management

Order cochlear implant devices accessories and surgical kits through the Beaumont Integra ordering system.
Manage stock control processes for all cochlear implants and associated components from multiple suppliers.
Track cochlear speech processor and Hearing aid repairs including tracking costs and order number for items sent for repair and returned stock.
Liaise with cochlear implant manufacturers regarding stock issues product updates and new device releases in accordance with national procurement and tender arrangements.
Ensure adequate implant stock is available to meet theatre requirements.
Receive and record stock on departmental databases and complete annual stocktake.
Review and optimise storage requirements in response to technological developments and changing stock profiles.

Financial and Procurement Administration

Verify all deliveries and packing dockets against purchase orders and supplier invoices.
Ensure accurate reconciliation of invoices for payment processing and liaise with finance for same.
Ensure appropriate financial governance and value-for-money practices are maintained.
Support service planning and budgeting by monitoring implant usage and ordering trends.

Clinical Information and Data Management

Maintain accurate departmental activity records and statistical data including:
o Patient attendances
o DNA (Did Not Attend) rates
o Cancellations
o Assessments
o Implant procedures
o Annual review activity
o Patient discharges
Prepare statistical reports for monthly Quality and Safety meetings.
Ensure implant and explant information is accurately recorded on departmental databases.
Report explanted device information to the Principal Physicist as required.
Maintain data quality standards and for audit and service evaluation activities.
Oversee T-Pro administrative tasks and reporting requirements.
Contribute to service development and operational planning.

Theatre List Coordination and Patient Pathway Management

Coordinate cochlear implant theatre lists across Beaumont Hospital Childrens Health Ireland at Temple Street and outsourced hospitals where required.
Ensure surgical waiting lists are managed in accordance with hospital policies and targets.
Coordinate admissions and pre-assessment processes with CI Nurse Manager.
Arrange ordering and availability of implant kits for scheduled surgeries.
Coordinate patient-related documentation and consent processes where appropriate.
Ensure post-operative appointments and first-year multidisciplinary follow-up schedules are arranged.
Support ongoing review of scheduling systems to optimise resources effectively and efficiently.

Multidisciplinary Team Support and Service Coordination

Work closely with:

Audiological Scientists Speech and Language Therapists Teachers of the Deaf Clinical Psychologists Consultants Nurse and administration team.

Duties include:
Liaising with external professionals and agencies involved in patient care.
Coordinating meetings for consultants and multidisciplinary teams.
Attending and recording minutes for MDT Quality and safety and admin monthly meetings.
Coordinating patient communications and mailshots (when required e.g a device recall notifications).
Supporting clinicians with database queries for audit quality improvement and research projects.
Assisting with the development formatting review and maintenance of departmental documentation and forms.

Database and Information Systems Management

Train new staff in the use of departmental databases including the BCS system.
Ensure accurate entry maintenance and retrieval of clinical and operational information.
Support future database developments and service improvements.

Key Competencies

Leadership and Management

Staff supervision and development / coaching
Decision-making and problem-solving

Technical and Operational Skills

Stock control and inventory and related financial administration
Data management and reporting
Database contribution and administration

Communication and Interpersonal Skills

Effective MDT engagement and multidisciplinary collaboration
Written and verbal communication

Planning and Organisation

Theatre list coordination
Workload prioritisation
Project and service support

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:

• Familiarity using Microsoft Access
• Experience working as part of MDT
• Excellent typing and organisational skills
• Experience with validating patient lists for waiting list targets
• Experience in coordinating parameters for creating necessary clinic books on hospital system.
• Experience working with a team to develop patient assessment pathways.
• Proactive with organising further development of systems for growing department.
• Familiar with running from system queries and exporting data
• knowledge of cochlear implants and ability to coordinate patient pathway to cochlear implantation
• Knowledge of hospital ordering system Integra
• Familiarity of Access Database specifically BCS.
• Experience of supervising staff
• Familiarity with Power BI
• Familiarity with Clockwise system

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

If an appointee has previously been employed in the Civil or Public Service and that appointee is entitled to or in receipt of a pension from the Civil or Public Service or where a Civil/ Public Service pension comes into payment during the appointees re-employment that pension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and other Provisions) Act 2012.

Please note: In applying for this position you are acknowledging that you understand that the abatement provisions where relevant will apply. It is not envisaged that the employing Department/ Office/ Body will support an application for an abatement waiver in respect of appointments to this position