RCSI Hospital Group HQ

Grade V Digital Dictation System Manager SPC

Job Locations Connolly Hospital
Posted Date 3 days ago(24/11/2021 14:01)
Job ID
# of Openings
Management & Administrative
Closing Date


To provide operational support to the Business Managers and supervise assigned staff. To implement and manage G2 Speech Report Digital Dictation System.


Organisational Context

The RCSI Hospital Group includes the following hospitals: 

  • Beaumont Hospital
  • Cavan General Hospital
  • Connolly Hospital, Blanchardstown
  • 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.

Key Responsibilities

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



  • Ensure the efficient day-to-day administration of area of responsibility.
  • Ensure an even distribution of workload among team, taking into account absence due to annual leave etc.
  • Ensure deadlines are met and that service levels are maintained and continually developed.
  • Ensure policies and procedures are well documented and understood and adhered to by staff in own section.
  • Ensure accurate attention to detail in own work and work of team.
  • Development of Standard Operating Procedures and assist with Departmental and process auditing.
  • Use appropriate technology to ensure work is completed to a high standard.
  • Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority.
  • Ensure line management is kept informed of issues.
  • Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.


G2 Speech Report Administration

  • Responsible for the day to day management of the G2 Speech Digital Dictation and Speech Recognition System and play a lead role in the training of system users.
  • Provide advice and support on the use of the G2 Speech system and contribute to the ongoing development of the system including software upgrade implementation.
  • Initiate appropriate actions in response to system incidents, and decide when to escalate the incident to the I.T Department or G2 Speech Helpdesk, or to the Business Manager as appropriate.
  • Allocation, tracking and maintenance of dictation and transcription equipment to users/departments.
  • Ensure Service level agreements are maintained.


Human Resources / Supervision of Staff

  • Keep under review the allocation of staff and the departmental staffing structures on a daily basis and take appropriate action as required.
  • Supervise and ensure the well-being of staff within own remit.
  • Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships.
  • Deal with under performance in a timely and constructive manner.
  • Identify training and development needs of staff in own area.
  • Promote co-operation and working in harmony with other teams and disciplines.
  • Represent Executive Business Managers at meetings as required.


Commitment to a Quality Customer Service

  • Promote and maintain a customer focused environment by ensuring service-users are treated with dignity and respect.
  • Seek feedback from service users/customers and implement change to incorporate same, in agreement with line manager.
  • Put in place monitoring procedures that ensure that work is carried out to agreed standards.


Service delivery and improvement


  • Embrace change and adapt local work practices accordingly, ensuring team knows how to action changes.
  • Encourage and support staff through change processes.
  • Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise.


  • Pursue continuous professional development in order to develop management expertise and professional knowledge.
  • Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other 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.


The above Job Description 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 to him/her from time to time and to contribute to the development of the post while in office. 

Essential Criteria


Eligible applicants will be those who on the closing date for the competition:


Candidates must meet the following criteria on the closing date:

  • Excellent experience of the G2 Speech System, including G2 Admin and medical typing.


  • Proven track record of leading and delivering projects on time that are innovative and drive improvement in a health care setting or related service.


  • Possess sufficient administrative capacity to discharge the functions of the grade.



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.



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



No age restrictions shall only apply to a candidate except where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provision) Act, 2004).  In this case the candidate must be 65 years of age on the first day of the month in which the latest date for receiving applications for this office occurs.


Note:    The extent and speed of change in the delivery of health care is such that adaptability is essential. The incumbent will be required to maintain, enhance and develop their knowledge, skills and aptitudes necessary to respond to a changing situation. The job description must be regarded as an outline of the major areas of accountability at the present time, which will be reviewed and assessed on an on-going basis.


Applicants who do not meet in full the eligibility criteria set out above on the closing date will be deemed ineligible and their application will not be processed for this competition.


The Public Service Superannuation (Age of Retirement) Act, 2018* set 70 years as the compulsory retirement age for public servants.


       * Public Servants not affected by this legislation:

        Public servants recruited between 1 April 2004 and 31 December 2012 (new

         entrants) have no compulsory retirement age.


Public servants recruited since 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70




Candidates must

  • Excellent experience of the G2 Speech System.
  • Desirable G2 System Admin experience.
  • Possess sufficient administrative capacity to discharge the functions of the grade.
  • Proven track record of leading and delivering projects on time that are innovative and drive improvement in a health care setting or related service.
  • A demonstrated record of supporting the delivery of change and experience of managing and working collaboratively with multiple stakeholders.
  • Excellent MS Office skills to include, Word, Excel and PowerPoint.
  • Knowledge of hospital IT systems, e.g. IPMS.
  • Knowledge of health service delivery systems.
  • Team Worker and ability to be assertive when required.

Adaptability and flexibility in a continually changing environment.


Skills & Competencies

Technical & Professional Expertise

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


Results Driven & Accountable

Focuses on delivering results, always concerned with achieving or surpassing goals and/or recognised standards of performance.


Communications & 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, in order to motivate, inspire or encourage them to follow a particular course of action.


Evaluating Information, 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.


This Job Description is intended as a basic guide to the scope and responsibilities of the position and is subject to regular review and amendment. The role holder will be required to be flexible in this position and is expected to facilitate working additional hours on occasion, when requested.


The RCSI Hospital Group is an Equal Opportunities Employer.


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