RCSI Hospital Group HQ

Grade V Staff Officer - Quality & Patient Safety

Job Locations Cavan & Monaghan Hospitals
Posted Date 3 days ago(24/11/2021 13:45)
Job ID
2021-1468
# of Openings
1
Category
Management & Administrative
Closing Date
03/12/2021

Overview

The purpose of this post is to support the Quality & Patient Safety function within the Cavan & Monaghan Hospital Group.  Risk and Incident Management is an essential process for the delivery of Quality & Safe Services. 

This post will primarily support the coordination of the C&MH incident review process in line with the HSE’s Incident Management Framework 2020, to include the provision of full administrative support to the Quality & Patient Safety Manager for Internal and External clinical review process and other associated quality and patient safety projects.

The post will also include administration support and coordination of medico legal files in conjunction with State Claims Agency requests.  This post includes provisional of full administrative support to the Quality & Patient Safety Manager in terms of diary management and other PA skills.

A panel may be formed as a result of this campaign, from which current and future, permanent and specified purpose vacancies of full or part-time duration may be filled.

Organisational Context

The RCSI Hospital Group includes the following hospitals;

 

  • Beaumont Hospital
  • Cavan General Hospital
  • Connolly Hospital
  • Louth County Hospital
  • Monaghan General Hospital
  • Our Lady of Lourdes Hospital
  • Rotunda Hospital

 

The Academic Partner for the Group is the RCSI.

 

RCSI Hospital Group provides a national service and a regional service to Dublin and the North East and is committed to the provision of world-class care, exceptional clinical services with respect and compassion.

Cavan & Monaghan Hospital’s Catchment Population of over 120,000 covering Counties Cavan & Monaghan, and parts of Counties Longford, Leitrim, and Meath. Cavan Monaghan Hospital is part of the RCSI Hospitals Group, which covers a population in excess of 800,000.

 

Cavan & Monaghan Hospital provides a range of acute medical, surgical, obstetric, and gynaecological, paediatric services, day care, outpatient, diagnostic, and support services.  Emergency services are provided on a 365-day, 24-hour basis.  Multi-disciplinary teams’ representative of medical, nursing/midwifery, health and social care professionals, management administration and general support staff play a pivotal role in the development, delivery, monitoring and evaluation of these services.  Cavan General Hospital has a total in-patient bed complement of 255- and 102-day beds.  Monaghan Hospital has a total of 31 in-patient beds inclusive of step-down and rehabilitation and 23-day beds. The total staff HSE complement is approximately 1050 in Cavan General Hospital and 100 in Monaghan Hospital. 

Key Responsibilities

The position of Grade V encompasses both managerial and administrative responsibilities which include the following:

 

  • Capacity to deal with confidential and sensitive information in a calm & professional manner.
  • Preparation of incident chronologies for case reviews and attendance at review interviews to transcribe the discussion.
  • Co-ordinate and provide administrative support to the Cavan Monaghan Senior Incident Management Forum (CM-SIMF) to include agenda preparation, minute taking, progress escalation process, follow-up on actions agreed etc.
  • Co-ordinate and support with submissions to the RCSI HG Senior Incident Management Forum and follow-up on actions.
  • Co-ordinate communication and data with the external bodies, for example the State Claims Agency, Coroner Services, Medical Council (etc.).
  • Provide administrative support to the new designated Open Disclosure person to co-ordinate information sharing of a sensitive nature following an incident.
  • Co-ordinate medico legal cases in conjunction with the Quality and Patient Safety Coordinator and SCA.
  • Supervision, training, and support for junior clerical staff.
  • Preparation of specific analysis trended reports related to risk and incident management data (i.e., trend analysis, graphs etc) from systems used within the Department.
  • On-going validation of SRE incidents on the National Incident Management System to ensure accuracy of data.
  • Co-ordination of required submissions to meet HSE and RCSI standards in a timely manner.
  • Participate in the provision of training, as necessary, to front-line staff.
  • Participate in other quality initiatives, projects or tasks as assigned by the Quality & Patient Safety Manager.
  • The ability to prioritise workload in a dynamic environment with competing demands.
  • Provide assistance to the Quality & Patient Safety Manager and participate in cross-cover arrangements as specified with the Quality & Patient Safety Manager.
  • Assist in the co-ordination and assignment of work and meeting deadlines in conjunction with the existing Grade V Staff Officer.

 

Administration

 

  • Ensure the efficient day-to-day administration of area of responsibility.
  • Ensure deadlines are met and that service levels are maintained.
  • Ensure policies and procedures are well documented, understood and adhered to
  • Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority.
  • Ensure line management is kept informed of issues.
  • Ensure that stakeholders are kept informed and that their views are communicated to middle management.
  • Maximise the use technology in ensuring work is completed to a high standard.
  • Ensure line management is kept informed of issues.
  • Ensure that stakeholders are kept informed and that their views are communicated to middle management.
  • Maximise the use technology in ensuring work is completed to a high standard.

 

Customer Service

 

  • Promote and maintain a customer focused environment by ensuring service users / customers are treated with dignity and respect.
  • Seek feedback from service users / customers and implement change to incorporate same, in agreement with Line Manager.

 

Human Resources / Supervision of Staff

 

  • Supervise and ensure the wellbeing of staff within own remit.
  • Ensure an even distribution of workload amongst the team, taking into account absence due to annual leave etc.
  • Create and promote a positive working environment among staff members which contributes to maintaining and enhancing effective working relationships.
  • Promote cooperation and working in harmony with other teams and disciplines.
  • Deal with under performance in a timely and constructive manner
  • Identify training and development needs of staff in own area.
  • Pursue and promote continuous professional development in order to develop management expertise and professional knowledge.

 

Service Delivery and Improvement

 

  • Ensure accurate attention to detail in own work and work of team.
  • Actively participate in innovation and support change and improvement initiatives within the service; adapt local work practices ensuring team knows how to action changes.
  • Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise.
  • Encourage and support staff through change processes.

 

Learning and Education

 

  • Take personal responsibility for own professional development and keep up to date with evidence based practice and research.
  • Attend and participate in relevant staff development programmes on an ongoing basis and sharing knowledge with other staff members.
  • Assist in the training of colleagues where required.
  • Identify and inform the Learning and Education Team of any training and professional development requirements.
  • Attend all mandatory training days and ensure that all mandatary training is in date.
  • Comply with all HR system and policy requirements.

Quality Improvement and Risk Management

 

  • Ensure compliance with all relevant HSE guidelines, policies, procedures and relevant legislation and regulatory requirements.
  • Participate in the continuous review and evaluation of policies, guidelines and existing practices through regular audit programmes and review engaging with the multi-disciplinary team where required.
  • Assist in promoting a culture of continuous quality improvement across the organisation.
  • Be aware of the core objectives, standards and key performance indicators for the service and contribute to the monitoring of performance against these standards.
  • Participate in the requirements of the organisation’s risk management programme
  • Promote the delivery of a high standard of care to all patients.
  • Work with members of the team in devising Standard Operating Procedures for the development of the Department/Organisation.
  • Assist in ensuring a culture of safety, promoting positive reporting of incidents and near misses; investigate and take remedial action on incidents or near misses involving patients and staff according to organisation’s policies, protocols and guidelines.

 

Standards, Policies, Procedures & Legislation

 

  • Maintain own knowledge of relevant HSE policies, procedures, guidelines and practices to perform the role effectively and to ensure current work standards are met by own team.
  • Maintain own knowledge of relevant regulations and legislation e.g., Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, GDPR
  • Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.
  • Support, promote and actively participate in sustainable energy, water, and waste initiatives to create a more sustainable, low carbon and efficient health service.

Essential Criteria

Candidates must have at the latest date of application: -

 

  1. Professional Qualifications, Experience, etc

(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.

 

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 and efficient service.

 

Character

Each candidate for and any person holding the office must be of good character.

 

Post Specific Requirements

  • Excellent MS Office skills to include Word, Excel and Powerpoint.
  • Knowledge and experience of using online platforms to include Zoom, Webex, Microsoft Teams, Lotus Notes, Outlook etc
  • Must have Acute Hospital experience

Skills & Competencies

Technical & Professional Knowledge

Has a command over the technical/ professional skills and knowledge required within the job holder’s role and continues to upskill to maintain high professional standards and continuous professional development requirements.

 

Leadership and Management

Manages performance to deliver team goals; demonstrates accountability for leading, directing, monitoring, and evaluating RCSI Hospital Group services. Creates a climate in which people want to do their best. Promotes confidence and positive attitude; influences others to follow a common goal.

 

Project Management

Applies disciplines of planning, organising, and managing resources to bring about the successful completion of a specific project; applies a project management approach to the delivery of activities and plans.

 

Commitment to Quality & Risk Management

The ability to focus on understanding stakeholder’s needs and expectations and to respond effectively and efficiently to them. Has a good knowledge of and is committed to offer a quality service through the achievement of goals, accreditation standards, other organisation/department standards and risk management frameworks and guidelines.

 

Problem Solving & Decision Making

Identifies and solves problems by understanding the situation, seeking additional information, developing, and weighing alternatives, and choosing the most appropriate course of action given the circumstances.

 

Communication & Interpersonal Skills

Speaks and writes clearly, fluently, and effectively to both individuals and groups; communicates in a manner that will persuade, convince, and influence others, to motivate, inspire or encourage them to follow a particular course of action.

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