Directorate Support Supervisor

The specific duties for the post will be assigned to you by your Department Head

The role of a Grade V in the Directorate Structure will require specific roles and responsibilities. It is expected that a
Grade V in the Directorate will provide cross cover when appropriate within the directorate (e.g. sick leave, annual
leave etc).

Grade V Job Summary (General)
Provide a variety of administrative functions and an efficient and effective clerical service to the Directorate.
Assist in the planning, co-ordinating and directing of the daily operation of the Directorate.
Aware of the Directorate KPI’s, goals and objectives and work with the Directorate Support Manager to
achieve same.

General Duties

Supervise administration staff within the CCAD Directorate.
Liaise closely with the other Grade V Directorate Support Supervisor to ensure effective coordination and
cross-cover.

Provide full administration support (including the preparation of summary reports) for various quality
reporting and governance groups within the directorate.

Operational management

Participate in the development and management of appropriate and relevant SOPs.
Establish good office procedures.

Contribute to the implementation of new systems and ensure staff training and compliance.
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.

Data Quality

Provide administrative and data management support across all CCAD services.
Assist in drafting weekly, fortnightly and monthly reports.
To ensure that the data usage in respect of all activity within the Directorate is of the highest quality.
Data Quality – familiarity with hospital projects in relation to healthcare records.
Be accountable for timely adjustments to flexi systems and monitoring of annual and sick leave in the
Directorate in conjunction with the Directorate Support Manager when required.

Communication

Ensure good communication amongst staff and Consultants to include regularly scheduled staff meetings,
recording and circulating minutes when required.

Human Resources/Workforce Planning

Aware of reporting relationship and accountability within the Directorate.
Aware of the absenteeism policy, in accordance with the HR policy and Directorate KPIs.
Develop work rosters to ensure that all areas are covered if required.
Ensure payroll returns are done in a timely manner to ensure all staff paid correctly and that premium payments
are clearly identified if required.
Plan annual leave rosters and adjust flexi sheets for all staff in conjunction with the Directorate Support Manager
when required.
Maintain and update local clerical staff HR records if required.

Staff Development/Training

Maximise attendance at Hospital Mandatory training
Identify own training needs with regard to the use of technologies as they apply to role
Participate in the implementation of unit based training programmes for newly appointed clerical staff and ongoing training of staff with regard to their individual needs

General DutieS

Encourage good working relationships within the multidisciplinary staff of the Directorate and with other
Hospital Departments.
Assist in preparing business cases, reports, and presentations for Directorate and Hospital Management
Team meetings.
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.
Provide cover for Directorate Nurse Manager/Business Manager/Consultant secretaries and admissions
when need arises as directed by Directorate Support Manager i.e. annual leave/sick leave, etc.
Identify opportunities for improvement and pursue same.
Assist in identification of cost improvements, service developments and income generation opportunities
within the Directorate.

Act with discretion and integrity at all times in relation to sensitive data linked to the directorate or the
hospital.
Attend and minute meetings as required.
Perform all other relevant administrative duties as required.

Selection Criteria:

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would
need to demonstrate for successful discharge of the responsibilities of the post.
Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

Leaving Certificate or Equivalent.
The candidate must have sufficient administrative capacity to discharge the functions of the grade.
Proficiency in the use of IT and MS Office applications.

Desirable:

Flexibility along with ability to work on own initiative
Strong organisational Skills
Excellent interpersonal skills and communication skills
Ability to work as part of a team
Ability to manage own work while taking on supervisory duties
Awareness/knowledge of Beaumont Hospitals Strategy and Organisational Development Objectives and Key Performance indicators
Supervisory / Management Experience
Knowledge / understanding of Health Sector
Extensive administrative experience

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)