Grade V HealthCare Records Coordinator
Grade V HealthCare Records Coordinator
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Job Description
Job Title and Grade
Grade V HealthCare Records Coordinator
(Grade Code 0566)
Remuneration
The salary scale for the post is: (01/03/2025) 61253LSIs
Salary Scales are updated periodically and the most up to date versions can be found here: Reference
SCH /71/2025
Closing Date
Monday 8th September 2025 @16:00 HRS (CVs not accepted)
Proposed
Interview Date (s)
Interviews will be held as soon as possible after the closing date. Candidates will normally be given at least one weeks notice of interview. The timescale may be reduced in exceptional circumstances.
Taking
up Appointment
A start date will be indicated at job offer stage.
Location of Post
Initial Assignment will be to the Healthcare Records in St. Columcilles Hospital Loughlinstown.
The successful candidate may be required to work in any service area within the vicinity as the need arises.
There is currently one whole-time Permanent vacancy available in the Consumer Affairs Department.
(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
Maria Mellsop Administration and Consumer Affairs Manager email:
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
Reports to the Administration & Consumer Affairs Manager or other nominated manager.
Key Working Relationships
The Grade V will work closely with the Administration & Consumer Affairs 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
Purpose of the Post
To ensure healthcare records department and other areas under its remit operates effectively and efficiently and to provide administrative support ensuring the efficient day-to-day administration of areas of responsibility are carried out ensuring deadlines are met and service levels are maintained. Line manage staff and liaise with the senior management team and heads of department in the effective delivery and planning of hospital services and resources ensuring professionalism confidentiality and clarity in all communications.
Principal Duties and Responsibilities
The position of Grade V encompasses both managerial and administrative responsibilities which include the following:
Administration
Ensure the efficient day-to-day administration of the Secretarial Healthcare Records and OPD services
Ensure compliance with the National Health Care records and retention polices
Ensure deadlines are met and that service levels are maintained.
Ensure all clinics are booked prepared and reconciled
Ensure policies and procedures are well documented understood and adhered to.
Ensure that archives and records are accurate maintained confidentially and readily available to the appropriate authority.
Ensure line management is kept informed of issues.
Ensure that stakeholders are kept informed and that their views are communicated to middle management.
Maximise the use technology in ensuring work is completed to a high standard.
Management of TPRO systems and ensure compliance with same
Attend training programmes as appropriate for the role
Membership of Hospital Committees as appropriate to the role.
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.
Interpreting and providing written and oral information and decisions to staff and clients i.e. by telephone letter etc. and contribute positively to the public image of the HSE.
Liaise and co-operate with other members of staff in the interest of providing the best possible service to patients and clients
Human Resources / Supervision of Staff
Line manage relevant staff i.e. Medical and Surgical secretaries Healthcare Records OPD and admin staff
Management of staff attendance rota and timesheet for the team.
Ensuring staff under remit are adhering to Flexitime rules and validating absence requests in a timely manner
Develop a leave and cross cover contingency plan to ensure adequate reallocation of staff in order to cover admin services adequately.
Become actively involved with the planning and on-going development of services in relation to secretarial support and OPD services
Responsible for ensuring all staff under remit are up-to-date with mandatory training.
Provide education and training on PAS/iPIMS data entry and compliance of same
Monitor workload productivity and quality of service.
Supervise and ensure the wellbeing of staff within own remit.
Ensure an even distribution of workload amongst the team taking into account absence due to annual leave etc.
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.
Deal with under performance in a timely and constructive manner.
Identify training and development needs of staff in own area.
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.
Assist with the orientation of new staff and training programmes as and when required.
Service Delivery and Improvement
Ensure accurate attention to detail in own work and work of team.
Actively participate in innovation and support change and improvement initiatives within the service; adapt local work practices ensuring team knows how to action changes.
Monitor efficiency of service provided by team identify and implement changes to the administration of the service where inefficiencies arise.
Encourage and support staff through change processes.
Ensure that all patient records within area of responsibility are kept safe and secure in line with data protection and GDPR regulations.
Ensure an efficient tracking system is in place to ensure all procedures are followed correctly.
Maintain a high quality based service by ensuring reports are not misfiled in the healthcare record by putting systems in place for monitoring; i.e. audit
Responsible for updating and completing Action Plans resulting from Audits/meetings
PAS TPRO Administrator Super-User. Responsible for dealing with operating issues on PAS and TPRO and main lead for updates
Responsible for setting up PAS Access for new Consultants
Responsible for Management of OPD clinics and Waiting Lists in line with National policies i.e. NTPF.
Responsible for Management of OPD and Day Case lists. Responsible for Data completeness re. NTPF reports.
Ensure maximum activity for OPD clinics by monitoring and actioning National DNA strategy
Responsible for providing reports to Senior Management
Monitor NTPF Waiting lists on weekly basis to ensure data is accurate.
Update IEHG monthly reports for OPD attendance New Return and DNAs.
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.
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
Eligible applicants will be those who on the closing date for the competition:
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
And
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
Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.
Or
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.
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.
Character
Each candidate for and any person holding the office must be of good character.
Age
Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation 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.
Post Specific Requirements
Demonstrate an understanding of Scheduled Care and NTPF reports
- Demonstrate experience of working in a busy office environment including working to tight deadlines and ability to manage competing demands
- Experience in data collation and NTPF reports
Demonstrate good experience of dealing with correspondence e.g. requests and complaints involving large volumes of requests and maintaining excellent records
Understanding of the health service organisational structure and an understanding of the various audiences and key stakeholders for the HSE.
- Demonstrate experience of organising and planning workload and have excellent computer skills and proficiency including the MS Office Suite and the use of databases.
- Experience in report preparation and analysis with Microsoft Excel
Significant experience of working in a busy office environment managing competing demands and multiple concurrent pieces of work
Experience of working with internal and external stakeholders.
Experience of professional writing and creation of documents such as standard operating procedures (SOP) reports etc.
Proficient in Microsoft Office suite including Excel PowerPoint & Word.
Proficient in MS Teams. Including the scheduling & conferencing facilities function.
Other requirements specific to the post
Experience working in Health Care is essential for the role and be proficient in Microsoft Office suite including Excel PowerPoint & Word.
Experience managing patient/client health records at departmental or organisational level
Experience of managing staff
This post may involve travel from time to time to effectively carry out assigned duties. Access to appropriate transport to fulfil the requirements of the role.
Skills competencies and/or knowledge
Professional Knowledge & Experience
For example:
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 demonstrating excellent computer skills particularly Microsoft Office Outlook etc.
Demonstrate the ability to work in line with relevant policies and procedures.
Demonstrate commitment to developing own professional knowledge and expertise.
An understanding of the administration access FOI and GDPR legislation and principles
An understanding of medicolegal environment associated with healthcare records management
Planning and Managing Resources
For example:
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
For example:
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.
Evaluating Information Problem Solving & Decision Making
For example:
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.
Team working
For example:
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.
Communications & Interpersonal Skills
For example:
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 and 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.
Permanent Grade V HealthCare Records Coordinator
Terms and Conditions of Employment
Tenure
The current vacancy is a Permanent contract and whole time.
The post is pensionable. (There is no overtime or allowances associated with this post)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: (01/03/2025)
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 working week applying to the post is to be confirmed at Job Offer stage.
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
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.
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 service business. Such records and information are strictly confidential and unless acting on the instructions 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 addition records must never be left in such a manner that unauthorised persons can obtain access to them and must be left in safe custody when no longer required.
Please note the Following Conditions
Employee must attend fire lectures and drills periodically and must observe fire orders.
All accidents with the department must be reported immediately in line with the Safety Health and Welfare at Work Act 1989 and all staff must comply with all safety regulations.
In line with the Public Health (Tobacco) Acts 2002 & 2004 smoking within buildings of the Health Service Executive is not permitted.
The Health Service Executive is not responsible for the loss or theft of personal belongings.
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
Pre-Employment Health Assessment
What to expect following the interview stage:
Prior to commencing in this role a person will be required to complete a form declaring their health status which is reviewed by the hospitals Occupational Health Service and if required undergo a medical assessment with this department. Any person employed 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
Three written references one of which must be your current line manager will be sought. The employer also reserves the right to determine the merit appropriateness and relevance of such references and referees. You will be contacted to give names and contact details of referees.
Garda Vetting
Garda vetting is role dependent and may be carried out if the nature of the role constitutes relevant work or activities relating to children and relevant work or activities relating to vulnerable persons within the meaning of the National Vetting Bureau (Children and Vulnerable Persons) Act 2012. An employee will not take up employment 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. You will be contacted post interview to complete a form provide ID and engagement in the online Garda Vetting process.
Required Experience:
IC
Employment Type
Full-Time
