Grade IV Officer Pathology

Post Title:

Grade IV Officer High Speed Typist.

Post Status:

Temporary

Department

Laboratory Directorate

Location:

Beaumont Hospital & Affiliated Sites

Reports to:

Directorate Support Manager

Salary:

Appointment will be made on Grade IV Officer salary (35609- 51718 LSI1 53296 LSI2 54914) at a point in line with Government pay policy

Hours of work:

28 hours

Closing Date:

12 noon on 03/12/2025

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

Grade IV Job Summary (General)

• Provide a variety of administrative functions efficiently and effectively to the Laboratory Directorate.
• Assist in the planning co-ordinating and directing of the daily administration operations of the Laboratory Directorate.
• Aware of the Laboratory Directorate KPIs goals and objectives and working with the Directorate Support Supervisor Directorate Support Manager and Directorate Business Manager to achieve same.

General Duties

Under general supervision and following established policies and procedures provides secretarial and administrative support to the Directorate of Laboratory Medicine. Plans and organises work to comply with established deadlines and priorities.

General tasks:

• Assist in the overall day to day operations of the administration offices.
• Open and sort mail
• Maintain departmental files and records collect and record information on hospital and departmental databases compile and distribute reports monitor and maintain office equipment and supply inventory.
• Participate in the quality management system in line with ISO 15189 accreditation requirements including SOPs auditing and non-conformities.
• Attend departmental meetings as requested.
• Establish good office procedures in terms of consumable management.
• Ensure patient confidentiality is maintained at all times and comply with GDPR requirements.
• Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital.
• Show initiative and promote continuous improvement across the directorate.
• Duties must be carried out in such a way that will ensure timely communication of information on patients to the relevant and other agencies.
• It is expected that a Grade IV in the Directorate will provide cross cover when appropriate within the Directorate (e.g. sick leave annual leave etc).
• Promote open communications and healthy working relationships.
• Good time keeping and attendance is essential.

Key tasks:

• Transcribe and type materials to include all correspondence on clinics discharges theatre notes and ward round notes where applicable. Proof-read and edit material for grammar punctuation and spelling.
• Typing of Departmental correspondence as required.
• Typing all aspects of reports on Winpath / other internal hospital IT system and distribution of authorised report to requestor.
• MDM preparation as required.
• Email of reports as per Directorate policy.
• Faxing as per Directorate policy.
• Photocopying / Filing when necessary.
• Scanning as required.
• Answers screens and routes telephone calls deals with visitors and staff that present to the Department.
• Tracking all charts that are given into their care and ensuring speedy return of same.
• Attending and recording minutes of Departmental meetings as required.
• Preparation of slides and presentations as required.
• Request and obtain charts for clinic or day ward.
• Preparation of clinic / day ward: If necessary
• Preparing statistics when required.
• Assist team members with workload when deemed necessary.
• Assist with training new members of staff as appropriate.
• Any other appropriate duties as assigned by the Directorate Support Manager.

HEALTH & SAFETY

• Be familiar with the appropriate standards in relation to evaluation of infection control data compliance with hygiene audits and the hospitals infection control policies and procedures etc
• Be up to date with mandatory training eg Hand Hygiene Fire Training and Manual Handling.
• Assist and comply with directorate Health and Safety procedures.

PERSONAL DEVELOPMENT

• In conjunction with line manager agree learning objectives designated to meet development goals to improve service.
• Participate in performance and joint review meetings with line manager as requested.
• Participate in continuous professional development as relevant

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.
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.

Qualifications:

• Excellent computer skills
• Ability to work as a team player and on ones own initiative
• Typing skills essential High Speed Typing Cert
• Organisational skills and attention to detail

Experience:

1. Experience in the Health Sector
2. Previous administration experience
3. Knowledge of department structure and systems

Supplementary information:

The Hospital
Management Unit: Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)
Name: Dannielle Rogers
Title: Quality Ofifcer Laboratory Directorate
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