Grade V Surgical Supervisor

Position Summary:

• The Directorate Support supervisor is a key role managing and developing the day to day function of the administrative staff in the Directorate. The post holder will work on behalf of the Business Manager and the directorate management team as required. Flexible working approach as per demands of the busy Surgical Directorate service

Principal Duties and Responsibilities:

• Management of staff rosters, training, development, performance etc.
• Staff Recruitment, Contracts, Increments, monitoring and disciplinary intervention where necessary
• Effective communication with clinical support staff , the directorate management team and corporate services
• Change management including review and optimisation of work practices in conjunction with staff
• Data management including auditing , data quality management and management information preparation and interpretation
• Aware of the directorate KPI’s, goals and objectives and working with the directorate management team to achieve same
• Identification and management of risks including escalation where necessary
• Support and participation in directorate projects taking on a project management role where appropriate
• Willingness to undertake training and development as identified in order to progress personal and professional development

Operational management

• Responsible for the management of the administrative functions of the Directorate ensuring the efficient and effective day to day running of services, matching resources to need with flexibility to respond to workload pressures.
• Responsible for the effective implementation of HR guidelines, policies and procedures in relation to the management and support of clinical support staff projects/service developments
• Support the operational implementation of new service initiatives, including liaising with stakeholders, developing operational policies and guidelines as required.
• Identifying opportunities for work process improvement , initiating and management of steps to achieve same
• To lead projects which improve the quality of services provided to patients undertaking reviews of policies and procedures ensuring best fit for the directorate whilst ensuring they are in keeping with Beaumont Hospital’s protocols.

Human Resources/Workforce Planning

• To appropriately manage the clinical support resources to ensure that optimal service delivery is being achieved within headcount, preparing motivating and guiding individuals or groups towards hospital objectives.
• To be accountable for the effective use of resources, alerting the Business Manager in respect of imminent budgetary overspends
• Maximise the contribution of staff by developing systems for performance appraisal, personal development, individual and organisational development
• Ensure that the responsibilities and objectives for direct reports are clearly defined and understood – job descriptions and person specifications up-to- date.
• In partnership with the HR, develop local strategies for the recruitment and retention of staff.
• Act as a point of contact for staff on human resource issues in accordance with HR policies and procedures.
• Be responsible for managing sickness and absence in accordance with hospital policy, performing analysis ,highlighting trends and investigating same where necessary
• Work with the appropriate areas to streamline directorates approach to recruitment, replacement etc.

Staff Development/Training

• Be responsible for facilitating all staff to continue their education and personal development to support improved organisational performance.
• Ensure the involvement of all staff through open and direct communication
• Data Quality Management
• To ensure that the quality of data regarding all activity within the sphere of responsibility of the Directorate is of the highest quality and that individual managers and staff understand their roles and responsibilities with respect to data accuracy.
• Prepare, validate and interpret data for auditing, service assessment for use within the hospital or externally.

Planning and Development

• To provide frontline general management advice and support to the Directorate Management Team which includes human resource and workforce planning support.
• Develop and maintain links with the appropriate corporate functions of the hospital and with the other directorates.
• Participate in the development of the annual business plan for the Directorate
• Awareness of the Directorate KPI’s, goals and objectives in the context of the overall hospital framework and work with the directorate management team to achieve same

Quality Management

• Participate as part of the directorates risk management framework taking on responsibility to identify risks, recommend solutions and to accomplish closure of same.
• Participation in local risk management initiatives to monitor clinical and non clinical issues with the Directorate ie Health & Safety, Infection Control, Occupational Health, Fire Safety, environmental and organisational risks.
• Be familiar with the appropriate standards in relation to evaluation of infection control data, compliance with hygiene audits and the hospital’s infection control policies and procedures etc and ensure that these are communicated appropriately to clinical support staff
• To co-ordinate the processing of adverse incidents within the Directorate ensuring that they are investigated promptly, respecting confidentiality, instigating preventative action where necessary to fulfil IQS policies and procedures.
• To support and participate in the development of Standard Operating Procedures (either within the directorate or in conjunction with directorates)

General Duties

• Promote equal opportunity and adherence to best practice employment and approaches to managing and implementing change utilising the team based performance management approach where appropriate
• Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital.
• Referral tracking, Chart tracking
• General administration duties
• Reception/ phones
• Clinic Preparation
• Make appointments

Duties Specific to the role

• Administration team management/Staff resources/Cross cover
• Staff resources, weekly rosters, payroll and absence returns
• Training and Staff development
• Financial and budget control- patient level costing
• Directorate KPI’s- updating, monitoring and reporting
• Change/ project management

Projects:

• As assigned by Line Manager and in the interests of co-ordinating the patient pathway from an administration perspective
• 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.

Mandatory

In exercise of the powers conferred on me by Section 22 of the Health Act 2004, I hereby approve the
qualifications, as set out hereunder, for the appointment and continuing as Staff Officer, Grade V in
the HSE.

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.

2. Age

Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within
the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). A
candidate who is not classified as a new entrant must be under 65 years of age on the first day of
the month in which the latest date for receiving completed application forms for the office occurs.

3. Health

Candidates 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.

4. Character
Candidates for and any person holding the office must be of good character.

Desirable:

• People management and experience in a supervisory role in healthcare/ similar
• Project/ Change Management experience
• Awareness of hospital strategy.
• Awareness of HSE transformation agenda
• Awareness of key external policies and standards (HIQA)
• Knowledge of Hospital information systems
• Third level qualification
• I.T. and data analytical skills, including experience preparing, developing and interpreting management information
• Minimum of 3 years working in a healthcare or similar environment

Informal Enquiries ONLY to:

Name: Marrianna Troy

Title: Surgical Support Manager

Email address: marriannatroytroy@beaumont.ie