Grade V Deputy Manager Supervisor

Key Duties & Responsibilities:

General:

• Under general supervision and following established policies and procedures provides and effective consistent and efficient level of clerical support to the Consultants Laboratory Manager Scientific staff and Phlebotomy staff. Monitors the day to day operations of the areas assigned. Liaises with manager in identifying issues proposing solutions and implementing changes as needed to meet the demands of the directorate.
• Deputises in the absence of the Directorate Support Manager.

Key Tasks

• Ensuring the workload is processed and managed appropriately on a daily basis.
• Oversee day to day operations in Phlebotomy and Pathology Reception.
• Troubleshooting when there are queries and issues arising or other technical problems.
• Participate in the applications of the Quality Management System in Pathology and the requirements of ISO 15189 accreditation requirements including SOPs auditing and non-conformities.
• Promote open communications and healthy working relationships.
• Ensure business continuity of department with assistance from Directorate Management Team.
• Assist and comply with directorate Health and Safety procedures.
• Lead change management in relation to work flow process and staff change management People Management.
• Provide effective people management and performance measurement.
• Manage the Departmental Administration resources to ensure that optimal service delivery is being achieved within headcount motivating and guiding individuals or groups towards hospital and departmental objectives.
• Encourage by example a professional punctual and dedicated team.
• Assist with organising rosters and holiday cover and sick leave reports to HR.
• Maintain the Administration teams attendance and use clockwise to make relevant adjustments as per the Time and Attendance policy.
• Ensuring all staff are trained and have signed off on documentation training and competency logs as per ISO 15189 requirements. This is done in liaison with the Training Officer.
• Participate in the recruitment and selection of staff when required.
• Work closely with Management to streamline patient care processes and to implement changes in service provision as required.
• Assist Management in ensuring that all hospital and departmental policies are implemented and adhered to by all staff in the Directorate.
• Contribute to the development of the revision of polices procedure and guidelines and be responsible with the Directorate Support Manager and Business Manager for refining/creating departmental policies to cover the range of the Administration teams
• 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.

Competencies

• The ability to communicate effectively both orally and in writing.
• The ability to transcribe and edit data using a computer is essential.
• Should be able to work on own initiative and meet deadlines.
• Requires excellent organisational skills.
• Attention to detail.
• Experience in dealing with the public and providing empathy as required.
• Planning & Organising skills.

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 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.

Desirable:

• Relevant supervisory experience and computer skills are highly desirable

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)