The purpose of this role is to provide administrative support, ensuring the efficient day-to-day administration of areas of responsibility are carried out, ensuring deadlines are met and service levels are maintained.

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.

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

Administration

• Act as a conduit for the Director of Nursing office, dealing with correspondence, in person calls, and phone calls.
• Coordinate internal diary and meetings with other members of the Senior Management Team, between the Nursing team and other colleagues.
• Coordinate and administrate regular Senior Nurse Management Meetings as directed to include the booking of venues, managing attendance, maintaining agendas, key documents, etc.
• Manage specific projects on behalf of the Director of Nursing Office, often of a complex, sensitive and confidential nature.
• Coordinate and manage actions, deadlines and responsibilities regarding minutes, letters, email, etc. to ensure prompt and appropriate response from the Director of Nursing office.
• Generate and publish reports (data) using excel and other Microsoft office apps (Routine and bespoke).
• Undertake communications on behalf of Director of Nursing, dealing with routine communications directly where appropriate while ensuring that urgent matters are brought to the attention of the Director of Nursing at all times
• Collaborate with the Director of Nursing daily to establish or revise requirements of the day and week ahead.
• Collaborate with Practice Development with regards to third level education applications for Nursing Team.
• Collaborate with other departments and functions as required to support the mission of the Director of Nursing office.
• General administration duties to support the efficient running of the Director of Nursing Office
• Ensure deadlines are met and that service levels are maintained, keeping accurate records.
• Ensure invoices received are documented, cross checked and processed in a timely manner
• Complete SAP HR returns for Senior Nursing team
• Staff Rostering/Holiday Planner
• Maintain and produce IT systems reports as required including, but not limited to SAP, HSELand, NMBI systems.
• 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 all relevant files are easily accessible for unannounced HIQA inspections in line with local procedures.
• Ensure that stakeholders are kept informed and that their views are communicated to all stakeholders in an appropriate and timely fashion.
• Management of junior staff as required
• Maximise the use technology in ensuring work is completed to a high standard.
• Prepare for monthly Dublin and North East Region Performance meetings, gathering information, querying variances in data, ensuring quality information
• Prepare weekly and monthly financial Nursing reports

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.
• Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.

This campaign is confined to staff who are currently employed by 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 as per Workplace Relations Commission agreement -161867

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

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

Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.

Or

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

Candidates must possess the requisite knowledge and ability, including a high standard of suitability and management ability, for the proper discharge of the office.

Professional Knowledge & Experience

Demonstrate:

• Knowledge of the working of the health service in Ireland.
• Knowledge and understanding of the processes involved
• Proficiency in Microsoft Office including MS Word, Excel and Power Point.

Communications & Interpersonal Skills

Demonstrate:

• Effective communication and interpersonal skills including the ability to present information in a clear and concise manner.
• Strong written communication skills.
• The ability to build and maintain relationships with a variety of stakeholders.

Planning & Managing Resources

Demonstrate:

• Excellent planning and organisational skills including using computer technology effectively.
• The ability to manage deadlines and effectively handle multiple tasks.
• The ability to manage within allocated resources and a capacity to respond to changes in a plan.

Evaluating Information, Problem Solving & Decision Making

Demonstrate:

• The ability to appropriately analyse and interpret information, develop solutions and contribute to decisions quickly and accurately as appropriate.
• Initiative in the resolution of complex issues.
• The ability to recognise when it is appropriate to refer decisions to a higher level of management.
• A capacity to develop new proposals and recommend decisions on a proactive basis.
• Flexibility, problem solving and initiative skills including the ability to implement change.

Team Working

Demonstrate:

• The ability to work both independently and as part of a team
• The capacity for management responsibility and initiative.
• Motivation and an innovative approach to the job within a changing working environment.