Grade V, Business Coordinator
Grade V, Business Coordinator
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Job Description
CVs will not be accepted for this Role Please fill out application form
Job Title Grade Code
Grade V Business Coordinator
(Grade Code:) 0566
Campaign Reference
SCH/068/2025
Closing Date
Wednesday 3rd September 2025 @ 12:00 Noon
Proposed Interview Date (s)
Proposed interview dates will be indicated at a later stage. Please note you may be called forward for interview at short notice.
Taking up Appointment
A start date will be indicated at job offer stage.
Remuneration
The salary scale for the post is: as at 01/03/2025
54300 LSIs
New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment in respect of previous experience in the Civil Service Local Authorities Health Service and other Public Service Bodies and Statutory Agencies
Location of Post
Ospidal Cholm Cille Bthar Bhr Baile U Lachnin Co. Bhaile tha Cliath D18 V9K1
St. Columcilles Hospital Bray Road Loughlinstown Co. Dublin D18 V9K1
There is currently one whole-time permanent vacancy available in the office of the Business and Service Support Manager Office
(There is no overtime or allowances associated with this post).
A panel may be formed as a result of this campaign for this role from which current and future permanent and specified purpose vacancies of full or part-time duration may be filled.
Informal Enquiries
Name: Andrea Field Business and Support Service Manager
Details of Service
St. Columcilles Hospital is located on the border of County Wicklow. It is a model 2 hospital and is aligning itself to the Slintecare vision. It has 117 inpatient beds and provides a range of services to a diverse population covering South County Dublin and County Wicklow. St. Columcilles Hospital is committed to providing a quality patient focused service in a way that meets all patient needs in an equitable efficient and safe manner. We acknowledge the contribution of each member of staff and aim to encourage and support them in their on-going professional development. Services include a 7/7 Local Injury Unit 7/7 Medical Assessment Unit 113 medical inpatient beds incorporating Stroke & Ortho Rehab Units Endoscopy a 5/7 Day Surgery Unit an Outpatient Department Radiology and various diagnostic services for local GPs. St. Columcilles Hospital acts as a hub and spoke model for integrated care. Located in St. Columcilles Hospital is the National Centre for all obesity management and the National Gender Service.
The Obesity Management Service in St Columcilles and St Vincents University Hospitals (SCH/SVUH) is a National Referral Centre for Bariatric Surgery. SCH/SVUH obesity management service has an established pathway of care for patients with obesity with an experienced multi-disciplinary team (MDT) of dietitians physiotherapists occupational therapists psychologists clinical nurse manager bariatric physicians and surgeons supported by an administrative team. The Level 3 service receives approximately 2000 referrals per year and referrals are triaged according to complexity of obesity. The bariatric surgery arm (Level 4) of the service includes MDT pre-operative assessment and post- operative support in SCH and surgical procedures performed in SVUH and St Michaels Hospital (SMH). Background / National Context Obesity is a complex chronic multi-factorial disease with over 200 possible complications affecting many organs and systems.
The Model of Care (MoC) for the Management of Overweight and Obesity in Ireland was published in 2021 and sets out how the healthcare for children young people and adults living with overweight and obesity in Ireland should be organised and resourced now and in the all health and social care settings staff will be trained to deliver holistic weight management interventions appropriate to that setting.
Free staff car parking facilities on-site.
Reporting Relationship
The post holder will report directly to the Business and Support Service Manager or other nominated manager
Key Working Relationships
The post holder will be expected to work on his / her own initiative and also to contribute as a member of the relevant hospital teams and will work closely with the Business and Support Service Manager or other nominated Senior manager and in addition to assisting with the management of the administrative office the post holder will engage with:
- Multi-disciplinary team members
- Administrative staff internally and externally
- Community services
- Service users
- Sub-Contractors
Purpose of the Post
To provide administrative and project support in the implementation of a range projects that are planned locally and nationally and to ensure that project deadlines are met and that service levels are maintained.
Principal Duties and Responsibilities
The position of Grade V Business Coordinator both managerial and administrative responsibilities are as follows but not limited:
Administration
Provide efficient and effective administrative secretarial and project support to the office of the Business Service and Supports Manager
Facilitate internal and external engagement through planning and organising of events with a wide range of stakeholder groups.
Support the designated manager(s) or other members of the team in producing information reports and presentations by transcribing formatting inputting editing retrieving copying and transmitting text data and graphics.
Work with the senior management team to ensure that project deadlines are met and that service levels are maintained.
Support the development of evaluation templates and collect and collate relevant evaluation data across a range of projects.
Promote co-operation and working in harmony with other teams and disciplines
Ensure the efficient day-to-day administration of a number of specific projects.
Maintain own knowledge of relevant procedures and practices to perform the role effectively
Ensure policies and procedures are well documented and understood and adhered to by relevant stakeholders.
Support the preparation of responses to PQs and other information requests within the required timeframes and procedures ensuring accurate attention to detail in own work.
Use appropriate technology to ensure work completed to a high standard
Ensure that archives and records are accurate maintained confidentially and readily available to the appropriate authority
Pursue continuous professional development in order to develop
Organise meetings including co-ordinating calendars and attendance preparation of materials (agendas minutes briefing papers etc) arranging venues ensuring availability of technical equipment and catering.
Attend meetings as required taking notes and minutes and coordinating and tracking action points.
Drafting and issuing individual correspondence to be approved by line manager.
Establish and maintain effective and efficient communication systems ensuring that communications reach the intended audience in a timely fashion.
Develop and maintain filing and cataloguing systems.
Assisting with Health and Safety tasks i.e audits risk assessments and policy reviews
Service delivery and improvement
Support the senior management team in the management and delivery of the Regional Strategic Vision/Plan.
Support the senior management teams in identifying and implementing best practice operational processes in order to optimise the use of resources.
Build and maintain effective working relationships with key internal and external stakeholders advising line manager on emergent issues.
Implement agreed changes to administration of the service encouraging and supporting staff where necessary.
Assist with management of internal and external audit programmes where appropriate based on agreed audit matrices identifying and auctioning specific audit projects.
Assist with tracking QIP from each department
Assist with and external or internal audits reviewing and assess audit findings
Assist relevant to the department and help ensure appropriate actions are taken.
Resourcing
Identify and effectively manage resources for own work at all times controlling costs and seeking best value.
Assisting with preparing project budgets in accordance with national financial regulations and assist with budgetary reporting and necessary communications.
Co-operate and work in harmony with other teams and disciplines ensuring effective and efficient support to the Business Managers office.
Customer Service
Promote and maintain a customer focused environment by ensuring service users / customers are treated with dignity and respect.
Seek feedback from service users / customers and implement change to incorporate same in agreement with Line Manager.
Human Resources
Provide line management for departments within the hospital responsibilities include - schedule planning handling day to day queries approving annual leave and carrying out performance meetings.
Ensuring staff have all mandatory training completed
Assisting with weekly time returns for various departments
Create and promote a positive working environment among staff members which contributes to maintaining and enhancing effective working relationships.
Promote cooperation and working in harmony with other teams and disciplines.
Pursue and promote continuous professional development in order to develop management expertise and professional knowledge.
Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.
Service Delivery and Improvement
Ensure accurate attention to detail in own work.
Actively participate in innovation and support change and improvement initiatives within the service; adapt local work practices ensuring team knows how to action changes.
Encourage and support staff through change processes.
Standards Policies Procedures & Legislation
Maintain own knowledge of relevant HSE policies procedures guidelines and practices to perform the role effectively and to ensure current work standards are met by own team.
Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations Health & Safety Legislation Employment Legislation FOI Acts GDPR
Adequately identifies assesses manages and monitors risk within their area of responsibility.
Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example Standards for Healthcare National Standards for the Prevention and Control of Healthcare Associated Infections Hygiene Standards etc and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.
Help support Health and Safety Chair in tasks regarding H&S within the hospital
Support promote and actively participate in sustainable energy water and waste initiatives to create a more sustainable low carbon and efficient health service.
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 them from time to time and to contribute to the development of the post while in office.
Eligibility Criteria
Qualifications and/ or experience
This campaign is confined to staff who are currently employed by 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 as per Workplace Relations Commission agreement -161867
* View the list of other statutory health agencies
Candidates must have at the latest date of application: -
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 Irish (1). 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. Health
A candidate 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.
3. Character
Each candidate for and any person holding the office must be of good character.
Post Specific Requirements
Experience of providing administrate support working in a complex environment including managing concurrent projects of work whilst ensuring compliance and accuracy.
Experience in professional writing to include dealing with the preparation of documents reports presentations and PQs as relevant to the role.
Experience in a role which has involved working with senior management and other key internal and external stakeholders
Other requirements specific to the post
Have access to appropriate transport to fulfil the requirements of the role
Skills competencies and/or knowledge
Professional Knowledge & Experience
Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities eligibility criteria and post specific requirements of the role.
Maximise the use of ICT and demonstrate excellent computer skills particularly Microsoft Office Outlook etc.
Evidence of databased management skills.
Experience of providing project support.
Knowledge of website management.
Knowledge of the health service and how it works.
Knowledge and experience of interrogating data and presenting information in a variety of formats e.g. presentations and reports
Knowledge of HSE procurement processes
Experience of providing administrative organisational and project management support to teams and/or specific groups in the healthcare environment.
Planning and Managing Resources
Demonstrate the ability to effectively plan and manage own workload and that of others in an effective and methodical manner within strict deadlines ensuring deadlines are met.
The ability to manage deadlines and effectively handle multiple tasks.
The ability to manage within allocated resources and a capacity to respond to changes in a plan.
Maintains an awareness of value for money.
Commitment to a Quality Service
Demonstrate an awareness and appreciation of the service user and a strong commitment to providing a quality service.
Embraces and promotes the change agenda; demonstrates flexibility and initiative including the ability to adapt to and implement change.
Supports team through service improvement / change processes.
A commitment to promoting and maintaining high work standards.
Evaluating Information Problem Solving & Decision Making
Demonstrate numeracy skills an ability to analyse and evaluate information and make effective decisions.
Recognises when it is appropriate to refer decisions to a higher level of management.
Demonstrate initiative in the resolution of issues arising / problem solving and proactively develop new proposals and recommend solutions.
Makes decisions and solves problems in a timely manner before they accumulate.
A capacity to develop new proposals and recommend decisions on a proactive basis.
Flexibility problem solving and initiative skills including the ability to implement change.
Team working
Demonstrate the ability to work on own initiative as well as part of a team promoting a positive team spirit.
Demonstrate leadership potential the ability to manage the performance of others and support staff development.
Works as part of the team to establish a shared sense of purpose and unity.
Motivation and an innovative approach to the job within a changing working environment.
Communications & Interpersonal Skills
Demonstrate excellent communication and interpersonal skills including the ability to present (verbal & written) information in a clear and concise manner.
Demonstrate the ability to influence people and events
The ability to build and maintain relationships with a variety of stakeholders.
Treats others with dignity and respect.
Campaign Specific Selection Process
Ranking/Shortlisting / Interview
A ranking and or shortlisting exercise may be carried out on the basis of information supplied in your application form. The criteria for ranking and or shortlisting 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 in bands depending on the service needs of the organisation.
Diversity Equality and Inclusion
The HSE is an equal opportunities employer.
Employees of the HSE bring a range of skills talents diverse thinking and experience to the organisation. The HSE believes passionately that employing a diverse workforce is central to its success we aim to develop the workforce of the HSE so that it reflects the diversity of HSE service users and to strengthen it through accommodating and valuing different perspectives. Ultimately this will result in improved service user and employee experience.
The HSE is committed to creating a positive working environment whereby all employees inclusive of age civil status disability ethnicity and race family status gender membership of the Traveller community religion and sexual orientation are respected valued and can reach their full potential. The HSE aims to achieve this through development of an organisational culture where injustice bias and discrimination are not tolerated.
The HSE welcomes people with diverse backgrounds and offers a range of supports and resources to staff such as those who require a reasonable accommodation at work because of a disability or long term health condition.
For further information on the HSE commitment to Diversity Equality and Inclusion please visit the Diversity Equality and Inclusion web page at of Practice
The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA).
The CPSA is responsible for establishing the principles that should be followed when making an appointment. These are set out in the CPSA Code of Practice. The Code outlines the standards that should be adhered to at each stage of the selection process and sets out the review and appeal mechanisms open to candidates should they be unhappy with a selection process.
The CPSA Code of Practice can be accessed via reform programme outlined for the health services may impact on this role and as structures change the Job Specification may be reviewed.
This Job Specification is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.
Grade V Project Support
Terms and Conditions of Employment
Tenure
The current vacancy available is permanent and whole time.
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.
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 the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.
Remuneration
The salary scale for the post is: as at 01/03/2025
54300 LSIs
New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment in respect of previous experience in the Civil Service Local Authorities Health Service and other Public Service Bodies and Statutory Agencies.
Working Week
The standard weekly working hours of attendance for your grade are 35 hours per week. Your normal weekly working hours are 35 hours. Contracted hours that are less than the standard weekly working hours for your grade will be paid pro rata to the full time equivalent.
You are required to work agreed roster/on-call arrangements advised by your Reporting Manager. Your contracted hours are liable to change between the hours of 8.00am and 8.00pm over seven days to meet the requirements for extended day services in accordance with the terms of collective agreements and HSE Circulars.
Annual Leave
The annual leave associated with the post will be confirmed at Contracting stage.
Superannuation
This is a pensionable position with the HSE. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Members of pre-existing pension schemes who transferred to the HSE on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme which are no less favourable to those which they were entitled to at 31st December 2004
Age
The Public Service Superannuation (Age of Retirement) Act 2018* set 70 years as the compulsory retirement age for public servants.
* Public Servants not affected by this legislation:
Public servants joining the public service or re-joining the public service with a 26 week break in service between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age.
Public servants joining the public service or re-joining the public service after a 26 week break after 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70.
Probation
Every appointment of a person who is not already a permanent officer of the Health Service Executive or of a Local Authority shall be subject to a probationary period of 12 months as stipulated in the Department of Health Circular No.10/71.
Protection of Children Guidance and Legislation
The welfare and protection of children is the responsibility of all HSE staff. You must be aware of and understand your specific responsibilities under the Children First Act 2015 the Protections for Persons Reporting Child Abuse Act 1998 in accordance with Section 2 Children First National Guidance and other relevant child safeguarding legislation and policies.
Some staff have additional responsibilities such as Line Managers Designated Officers and Mandated Persons. You should check if you are a Designated Officer and / or a Mandated Person and be familiar with the related roles and legal responsibilities.
For further information guidance and resources please visit: HSE Children First webpage.
Infection Control
Have a working knowledge of Health Information and Quality Authority (HIQA) Standards as they apply to the role for example Standards for Healthcare National Standards for the Prevention and Control of Healthcare Associated Infections Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.
Health & Safety
It is the responsibility of line managers to ensure that the management of safety health and welfare is successfully integrated into all activities undertaken within their area of responsibility so far as is reasonably practicable. Line managers are named and roles and responsibilities detailed in the relevant Site Specific Safety Statement (SSSS).
Key responsibilities include:
Developing a SSSS for the department/service1 as applicable based on the identification of hazards and the assessment of risks and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.
Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business providing Systems Of Work (SOW) that are planned organised performed maintained and revised as appropriate and ensuring that all safety related records are maintained and available for inspection.
Consulting and communicating with staff and safety representatives on OSH matters.
Ensuring a training needs assessment (TNA) is undertaken for employees facilitating their attendance at statutory OSH training and ensuring records are maintained for each employee.
Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with HSE procedures2.
Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.
Reviewing the health and safety performance of the ward/department/service and staff through respectively local audit and performance achievement meetings for example.
Note: Detailed roles and responsibilities of Line Managers are outlined in local SSSS.
1A template SSSS and guidelines are available on writing your site or service safety statement.
2 Structures and processes for effective incident management and review of incidents.
Required Experience:
IC
Employment Type
Full-Time
