Grade IV Clerical Out of Hours Permanent

• Please note this post is fully onsite due to the nature of the work.

• Successful candidate must be available to work rostered shifts patterns evening and nights Monday to Friday and Weekends and public holidays; to meet service needs.

• A panel will be formed as a result of this campaign for Grade IV Out of Hours officers from which current and future permanent and specified purpose vacancies full-time or part-time may be filled.

Position Summary:

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 activities.

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.

In 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.

Purpose of the Post:

To provide administrative support and customer service to a high standard within the out of hours service.

Key Duties & Responsibilities:

The position of Grade IV encompasses administrative responsibilities which include the following:

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 job description is an outline of the post as it is currently perceived by the hospital and will be subject to review and amendment. This job description will therefore be subject to change in light of the various strategies for the hospital and the development of the Clinical Directorate model and any future developments that arise and will evolve and change over time.

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.

Post Specific Requirements:

• Previous clerical experience is essential
• 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.
• Be available to work rostered shifts patterns evening and nights Monday to Friday and Weekends and public holidays; to meet service needs.

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

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