Medical Directorate Support Supervisor

Responsibilities

Under general supervision to carry out the functions of the support supervisor role as directed by the directorate management team in line with established standard operating procedures.

Plan and organise work to comply with established objectives and deadlines. Understand and adhere to all relevant Beaumont Hospital policies guidelines and procedures comply with health and safety infection control and risk management procedures comply with statutory obligations.

Participate in performance review/ achievement and the development of a personal development plan in conjunction with and as required his/her line manager

Maintain and update compliance with mandatory training (Fire Safety Manual Handling Hand Hygiene etc.)

Responsibilities

Under general supervision to carry out the functions of the support supervisor role as directed by the directorate management team in line with established standard operating procedures.

Plan and organise work to comply with established objectives and deadlines. Understand and adhere to all relevant Beaumont Hospital policies guidelines and procedures comply with health and safety infection control and risk management procedures comply with statutory obligations.

Participate in performance review/ achievement and the development of a personal development plan in conjunction with and as required his/her line manager

Maintain and update compliance with mandatory training (Fire Safety Manual Handling Hand Hygiene etc.)

Principal Duties

General: Provide a variety of administrative functions and an efficient and effective clerical service to the Medical Directorate. Assist in the planning co-ordination and direction of the daily operation of the Medical Directorate.

Work with the Medical Directorate Support Manager to achieve Hospital/Directorate KPIs goals and objectives. Encourage good working relationships within the multidisciplinary staff of the Medical Directorate and other Hospital Departments.
Provide cover for Directorate Support Managers or other Directorate Support Supervisors when need arises as directed by line managed team (Business Manager Business Lead or Directorate Support Manager) i.e. annual leave/sick leave etc.

Act with discretion and integrity at all times in relation to sensitive data linked to the Medical Directorate or Beaumont Hospital.

Operational Management: Liaise daily with Departments and administrators under your remit. Monitor performance and adherence to Standard Operating Procedures. Ensure sufficient staffing in place at all times to deliver frontline services by developing work rosters and cover plans around annual/sick leave. Review and action staff queries/issues escalating to Directorate Support Manager as required. Attend interdepartmental meetings and take minutes as required.

Human resources/IR: Maintain and update local clerical staff HR records as required. Induct staff into the Medical Directorate and arrange access to requisite systems as necessary to carry out the function of their role. Record staff leave/absences on relevant systems as per reporting guidelines. Monitor staff behavior and performance addressing shortfalls as per policy guidelines.

Data Management: Provide an efficient service to ensure that the data required for Management Information and the HSE is captured and is of the highest quality. Be accountable for the monitoring and co-ordinating of Reports required for all OPD/IPDC/Directorate activity.

Liaise with the Directorate Support Manager for management of all new OPD requirements.

Staff Development/Training: Maximise compliance Hospital Mandatory training. Identify own training needs with regard to the use of technologies as they apply to role.

Participate in the implementation of unit based training programmes for newly appointed clerical staff and on-going training of staff with regard to their individual needs.

Operational Management: Liaise daily with Departments and administrators under your remit. Monitor performance and adherence to Standard Operating Procedures. Ensure sufficient staffing in place at all times to deliver frontline services by developing work rosters and cover plans around annual/sick leave. Review and action staff queries/issues escalating to Directorate Support Manager as required. Attend interdepartmental meetings and take minutes as required.

Human resources/IR: Maintain and update local clerical staff HR records as required. Induct staff into the Medical Directorate and arrange access to requisite systems as necessary to carry out the function of their role. Record staff leave/absences on relevant systems as per reporting guidelines. Monitor staff behavior and performance addressing shortfalls as per policy guidelines.

Data Management: Provide an efficient service to ensure that the data required for Management Information and the HSE is captured and is of the highest quality. Be accountable for the monitoring and co-ordinating of Reports required for all OPD/IPDC/Directorate activity. Liaise with the Directorate Support Manager for management of all new OPD requirements.

Staff Development/Training:Maximise compliance Hospital Mandatory training. Identify own training needs with regard to the use of technologies as they apply to role.

Participate in the implementation of unit based training programmes for newly appointed clerical staff and on-going training of staff with regard to their individual needs.

Work Pattern: Monday Friday Target Hours: 35 per week

Flexi-time (Extended Working Day Roster)

Start Time: between 07:30am 10:00am

End time: between 15:30 18:30pm

It is essential that at least one supervisor is on site at 07:30am daily and one remaining on site until 17:00pm daily

Selection Criteria

Please ensure to check HSE mandatory 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:

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 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

(b) Candidates must possess the requisite knowledge and ability including a high standard of
suitability for the proper discharge of the office.

2. 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.

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

Desirable:

1. Good working knowledge of Microsoft Office Suite (Word Excel Outlook)
2. Experience working in a healthcare environment
3. Excellent keyboard skills

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

Name: Deirdre Spencer

Title : Directorate Support Manager

Email address: