TUN Support Supervisor

Job Summary:

Plan co-ordinate and direct the daily operations of the Directorate Clinical Support Staff.
Supervise the work flow and staff assignments of same coach and guide staff towards optimal personal performance.
Define manage and monitor the effectiveness and efficiency of clinical support services to the Directorate both at in-patient and out-patient level.
Assist Grade VI and Business Manager in achievement of Directorate Key Performance Indicators

Principal Duties & Responsibilities

Human Resources/Workforce Planning
Develop work rosters to ensure that all areas are covered
Ensure Payroll returns are done in timely manner to ensure all staff paid correctly and that premium payments are clearly identified
Ensure that each individual member of the clerical staff know and understand the reporting relationship and accountability within the Directorate.
Plan annual leave rosters and adjust flexi sheets for all staff.
Ensure maximum efficiency of the clinical support services with necessary management of time keeping.
Advise staff of the absenteeism policy and monitor and record sick leave in accordance with the HR policy.
Maintain and update local clerical staff HR records.
Ensure that all data relating to staffing is kept up to date and reviewed on a regular basis in conjunction with HR Payroll and Finance
Deal with Industrial relation issues as set out in Beaumont Hospital HR Policies and Procedures manual and liaise with the DMT when necessary.

Staff Development/Training
Develop compile and manage a directorate training repository outlining what training has been received by staff and what is outstanding
Oversee orientation of new staff identify training needs of self and staff
Ensure all Hospital Mandatory training completed by staff
Implement internal staff rotation in consultation with the relevant clinical staff which will ensure a career development/experience structure for each member and at the same time providing continuity and flexibility of work.
Carry out staff development and performance review in accordance with hospital policy.

Operational management
Responsible for the operational management of the Clinical Support staff ensuring the efficient and effective day to day running of the Directorate
Development and management of appropriate and relevant SOPs
Establish good office procedures in terms of consumable management
Ensure patient documentation is managed and controlled and that filing systems records medical records and x-rays are properly maintained as per hospital policies.
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 and ensure that these are communicated appropriately to clinical support staff

Data Quality
To be aware that the quality of data regarding all activity within the Directorate is of the highest quality.

Be accountable for timely adjustments to flexi systems and monitoring of annual and sick leave in the directorate.

Communication
Ensure good communication amongst staff to include regularly scheduled staff meetings recording and circulating minutes when required.

General Duties
Encourage good working relationships within the multidisciplinary staff of the Directorate and with other Hospital Departments.

Identify opportunities for improvement and initiate steps to accomplish same.

Assist in identification of cost improvements service developments and income generation opportunities within the Directorate.

Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital.

Perform such duties as appropriate to the office as may from time to time be required.

The above duties and responsibilities are intended to represent current priorities and are not meant to be a conclusive list. This job description may be subject to change in the light of changing circumstances and in consultation with the post holder.

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).

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:

(i) Have on the latest date for receiving completed applications at least two years satisfactory experience in a designated office under a health board now known as Health Services Executive local authority or vocational education committee in the State or the General Medical Services (Payments) Board St. Jamess Hospital Board Beaumont Hospital Board An Bord Altranais or the Local Government Computer Services Board
And

(ii) Possess sufficient administrative capacity to discharge the functions of the grade.

Ideally candidates should have
Experience in a supervisory role which includes day to day people management
Knowledge of Beaumont Hospital Strategy and Organisational Development objectives
Knowledge of hospital information systems
Excellent interpersonal skills/communication skills
Ability to work as part of team

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

Name: Katie Kearns

Title : Business Manager

Email address: