Job Description
Principal Duties and Responsibilities
In line with employer policies, procedures and best practice standards the Clerical Officer will:
Administration
·Provide office support, answer queries and provide a reception / telephone service.
· Keep themselves appraised of the relevant documentation / procedures as relevant.
· Manage data – including maintaining, correcting, collating, interrogating, validating and processing data.
·Maintain accurate up to date records filing systems and records (computerised / paper copy).
·Assist in and / or prepare reports as necessary.
·Provide required information and support to Service Managers and teams, team members, clients, patients, members of the public etc.
· Action all communications in a timely manner.
·Undertake any other administrative support and assignments as directed.
·Represent the Service in a positive manner.
Customer Service
·Promote and maintain a customer focused environment.
·Ensure that service users are treated with dignity and respect.
·Act on feedback from service users / customers and report same to Line Manager.
Service Delivery and Improvement
·Actively participate in innovation and support change and improvement initiatives within the service.
·Identify potential problems / inconsistencies in a timely manner and consult with Line Manager as appropriate.
Standards, Policies, Procedures and Legislation
·Maintain own knowledge of relevant employer policies, procedures, guidelines and practices, to perform the role effectively.
·Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.
·Adequately identifies, assesses, manages and monitors risk within their area of responsibility.
·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.
The above Job Specification 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 them from time to time and to contribute to the development of the post while in office.
Eligibility Criteria
Qualifications and/ or experience
a) Eligible applicants will be those who on the closing date for the competition have:
i. Obtained at least grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied
Or
ii. Passed an examination of at least equivalent standard
Or
iii. Satisfactory relevant experience which encompasses demonstrable equivalent skills
And
b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability and administrative ability, 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 regular and efficient service.
Character
Each candidate for and any person holding the office must be of good character.
Post Specific Requirements
Where a post requires specific experience or skills, this will be notified to panel members at “expression of interest” stage e.g. typing skills.
Other requirements specific to the post
Where a post has specific requirements, these will be notified to panel members at “expression of interest” stage e.g. shift work, unsocial hours, access to appropriate transport to carry out the duties and responsibilities of the role.
Skills, competencies and/or knowledge
Professional Knowledge & Experience
For example:
·Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role.
·Maximises the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.
·Demonstrates the ability to work in line with policies and procedures.
Planning and Managing Resources
For example:
·Demonstrates the ability to plan and organise own workload in an effective and methodical manner.
·Delivers within timescales and to a quality standard.
·Takes responsibilities for work and sees it through to completion.
Commitment to a Quality Service
For example:
·Demonstrates a commitment to providing a quality service e.g. pays close and accurate attention to detail in their work.
· Demonstrates awareness and appreciation of the service user.
· Embraces the change agenda; demonstrates the ability to be flexible and adaptable in a changing work environment.
Evaluating Information, Problem Solving & Decision Making
For example:
·Demonstrates strong analytical and numeracy skills, including the ability to analyse data to inform decisions.
·Thinks through decisions to make sure they are in line with policy and local practice.
·Gathers information from enough sources and other people to make well-founded decisions.
Team working
For example:
·Demonstrates the ability to work on own initiative as well as part of a team.
·Contributes to a positive team spirit.
·Demonstrates a willingness to become involved and help team members if they are under pressure.
Communication & Interpersonal Skills
For example:
·Effective communication skills including the ability to present information in a clear and concise manner.
·Strong written communication skills.
·Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect.
Details of Service
The purpose of this recruitment campaign is to fill vacancies in the HSE. Details of the types of services are available on www.hse.ie. Full details of the individual jobs will be provided to those who have successfully completed interview through an “expression of interest”. Applicants successful at interview are placed on a supplementary panel for the county of their choice. Once you are on the supplementary panel, you decide which post you would like to work in and where. You will be informed through an “expression of interest” about Clerical Officer, Grade III roles for that county. As each individual job arises, we let the relevant panel members know, sending them a text and an email. The email tells them about an individual job at a particular site, details include: employer, location, start date, the service itself, the team and the contact details of the Manager at that site with whom you can talk if you want to find out more. You can even arrange to visit to help you decide if it is the right job for you. If you are not interested, you can simply ignore it until you see a job that is of interest to you.
Principal Duties and Responsibilities
In line with employer policies, procedures and best practice standards the Clerical Officer will:
Administration
- Provide office support, answer queries and provide a reception / telephone service.
- Keep themselves appraised of the relevant documentation / procedures as relevant.
- Manage data – including maintaining, correcting, collating, interrogating, validating and processing data.
- Maintain accurate up to date records filing systems and records (computerised / paper copy).
- Assist in and / or prepare reports as necessary.
- Provide required information and support to Service Managers and teams, team members, clients, patients, members of the public etc.
- Action all communications in a timely manner.
- Undertake any other administrative support and assignments as directed.
- Represent the Service in a positive manner.
Customer Service
- Promote and maintain a customer focused environment.
- Ensure that service users are treated with dignity and respect.
- Act on feedback from service users / customers and report same to Line Manager.
Service Delivery and Improvement
- Actively participate in innovation and support change and improvement initiatives within the service.
- Identify potential problems / inconsistencies in a timely manner and consult with Line Manager as appropriate.
Standards, Policies, Procedures and Legislation
- Maintain own knowledge of relevant employer policies, procedures, guidelines and practices, to perform the role effectively.
- Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.
- Adequately identifies, assesses, manages and monitors risk within their area of responsibility.
- 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.
The above Job Specification 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 them from time to time and to contribute to the development of the post while in office.
Eligibility Criteria
Qualifications and/ or experience
- :
- Obtained at least grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied
Or
- Passed an examination of at least equivalent standard
Or
- Satisfactory relevant experience which encompasses demonstrable equivalent skills
And
- Candidates must possess the requisite knowledge and ability, including a high standard of suitability and administrative ability, 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 regular and efficient service.
Character Each candidate for and any person holding the office must be of good character.
Skills, competencies and/or knowledge
Professional Knowledge & Experience
For example:
- Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role.
- Maximises the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.
- Demonstrates the ability to work in line with policies and procedures.
Planning and Managing Resources
For example:
- Demonstrates the ability to plan and organise own workload in an effective and methodical manner.
- Delivers within timescales and to a quality standard.
- Takes responsibilities for work and sees it through to completion.
Commitment to a Quality Service
For example:
- Demonstrates a commitment to providing a quality service e.g. pays close and accurate attention to detail in their work.
- Demonstrates awareness and appreciation of the service user.
- Embraces the change agenda; demonstrates the ability to be flexible and adaptable in a changing work environment.
Evaluating Information, Problem Solving & Decision Making
For example:
- Demonstrates strong analytical and numeracy skills, including the ability to analyse data to inform decisions.
- Thinks through decisions to make sure they are in line with policy and local practice.
- Gathers information from enough sources and other people to make well-founded decisions.
Team working
For example:
- Demonstrates the ability to work on own initiative as well as part of a team.
- Contributes to a positive team spirit.
- Demonstrates a willingness to become involved and help team members if they are under pressure.
Communication & Interpersonal Skills
For example:
- Effective communication skills including the ability to present information in a clear and concise manner.
- Strong written communication skills.
Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect.
Tenure
The panels formed as a result of this recruitment campaign will be used to fill permanent/specified purpose (temporary) and whole time/part-time vacancies.
The posts are pensionable. A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled. The tenure of these posts will be indicated at “expression of interest” stage.
Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.
Remuneration
The Salary scale for the post is (as of 01/03/2023):
€27,145 – €28,861 – €29,282 – €30,140 – €31,392 – €32,646 – €33,901 – €34,813 – €35,844 – €37,041 – €37,888 – €39,074 – €40,271 – €42,516 – €44,113 LSI
New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.
Working Week
The standard working week applying to the post is to be confirmed at Job Offer stage. HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016).
Annual Leave
The annual leave associated with the post will be confirmed at Contracting stage.
Superannuation
This is a pensionable position with the HSE. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Members of pre-existing pension schemes who transferred to the HSE on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme which are no less favourable to those which they were entitled to at 31st December 2004
Health & Safety
It is the responsibility of line managers to ensure that the management of safety, health and welfare is successfully integrated into all activities undertaken within their area of responsibility, so far as is reasonably practicable. Line managers are named and roles and responsibilities detailed in the relevant Site Specific Safety Statement (SSSS).
Key responsibilities include:
- Developing a SSSS for the department/service[1], as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.
- Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection.
- Consulting and communicating with staff and safety representatives on OSH matters.
- Ensuring a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.
- Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with HSE procedures[2].
- Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.
- Reviewing the health and safety performance of the ward/department/service and staff through, respectively, local audit and performance achievement meetings for example.
Note: Detailed roles and responsibilities of Line Managers are outlined in local SSSS.
[1] A template SSSS and guidelines are available on the National Health and Safety Function, here: https://www.hse.ie/eng/staff/safetywellbeing/about%20us/
[2] See link on health and safety web-pages to latest Incident Management Policy
