Grade IV Clerical Officer Out of Hours

Post Title: Grade IV Officer Out Of Hours

Post Status: Temporary Part-Time

Department: Accident & Emergency

Location: Beaumont Hospital & Affiliated Sites

Reports to: Manager for the Out of Hours Service

Salary: Appointment will be made on Grade IV Scale (35256- 51206 LSI1 52768 LSI2 54370) at a point in line with Government pay policy

Hours of work: 20 hours part-time (but may work up to 37hrs)

The Out of Hours service operates overnight from 17:00hrs to 8:00hrs Monday-Friday. 24 hours Saturday Sunday and all Public Holidays throughout the year. Night working is an integral part of this role.

Closing Date: 12 Noon on 17th September 2025

Please note the hospital reserves the right to close the competition early should a substantial number of applications be received.

A panel will be formed as a result of this campaign for Grade IV Officer from which current and future specified purpose vacancies may be filled.

Details of Service:

The Emergency Department provides consultant lead acute emergency care to adult patients with presentations number in excess of 60000 patients per year. The out of hours administrative staffing provide a dedicated service to the Emergency Department and Hospital admissions and patient desks. As part of the role the post holder will be required to follow defined processes and procedures in order to accurately record patient activity on the hospital information systems engage with multiple stakeholders to ensure the efficient operation of the departments order to meet the service needs of the hospital the post holder may be required from time to time to work at different locations to the normal place of work i.e. within the service. The post holder will also be expected to provide cover for colleagues during times of absences.

Principal Duties and Responsibilities:

Administration

Ensure the efficient and accurate registration of patients
Manage all internal and external telephone enquires professionally
Interview/financial assessment of patients awaiting admission
Chart retrieval and management when requested
Undertake mandatory training and maintain it consistently
Ensure that objectives are met and service levels maintained
Support the stocking preparation and issuing of hospital documentation (correspondence reports etc.) to the highest standard to ensure quality and accuracy
Ensure that archives and records are accurate and readily available
Maintain confidentiality of documentation records etc.
Maximise the use of technology in ensuring work is completed to a high standard
Ensure line management is kept informed of issues
Handle general clerical duties such as filing photocopying

Customer Service

• Promote and maintain a customer focused environment and notify Line Manager of any deficiencies
• Ensure that service users are treated with dignity and respect
• Act on feedback from service users / customers and report same to Line Manager
• Provide exceptional customer service to internal and external stakeholders

Human Resources

• Ensure active contribution to ensure even distribution of workload amongst the team considering absence due to annual leave etc.
• Co-operate and work in harmony with other teams and disciplines

Service Delivery

• Actively participate and support change and improvement initiatives within the service; implement agreed changes to the administration of the service
• Encourage and support co-workers
• Flexibility in order to ensure shift cover for planned or unplanned absences in the service

Standards Policies Procedures and Legislation

• Maintain own knowledge of employer policies procedures guidelines and practices to perform the role effectively and to ensure current work standards are met
• Maintain own knowledge of relevant regulations and legislation e.g. FOI Acts GDPR
• Ensure consistent adherence to procedures within area of responsibility
• 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 from time to time and to contribute to the development of the post while in office.

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:

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 or equivalent 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.

1. Age.
   Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) 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.
   
   3. Health Candidates 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.

1. Character Candidates for and any person holding the office must be of good character.

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.

Previous clerical experience is essential

Desirable:

• Proficient Microsoft Office Suite experience is required
  Good data entry processing of information and attention to detail skills.
  Excellent customer service skills organisational skills and interpersonal skills
  Flexibility to adapt to changing priorities procedures and tasks.

Other requirements specific to the post:

• Be able to work rostered shifts patterns evening and nights Monday to Friday and Weekends and public holidays; to meet service needs.

Supplementary information:

The Hospital
Management Unit: Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)
Name: Avril OByrne
Title: Emergency Department Out of Hours Manager
Email address:

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.

In the event of a high volume of applications additional shortlisting criteria may be utilised.

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.

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