Grade III Clerical Officer

Position Summary:

To provide administrative support within a function on campus.

The position of a Grade III Clerical Officer responsibilities include the following:

Administration

• Ensure the efficient day-to-day administration of area of assignment.
• Ensure deadlines are met and that service levels are maintained.
• Support the preparation and issuing of office documentation (correspondence, reports, etc) to the highest possible standard to ensure quality and accuracy.
• Use appropriate technology to ensure work is completed to a high standard.
• Ensure that archives and records are accurate and readily available and support nursing team to locate same.
• Maintain confidentiality of documentation and patient records and support secretaries and nursing teams with filing of same.
• Ensure line management is kept informed of issues.
• Ensure that the service is kept informed and that their views are communicated to middle management.
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Customer Service

• Promote and maintain a customer focused environment and notifying campus operations lead of any deficiencies.
• Ensure that patients, families and visitors are treated with dignity and respect on arrival to SJR campus.
• Act on feedback from service users/customers and report same to the Operations and Business leads.

Communication

• Co-operate and work in harmony with other teams and disciplines across the campus.
• Manage and distribute electronic mail from shared mailbox to respective clinics secretaries.
• Assist in service delivery and improvement.
• Implement agreed changes to administration of the service.

Standards, Policies, Procedures and Legislation

• Maintain own knowledge of relevant employer policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team.
• Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts etc.
• Ensure consistent adherence to procedures within area of responsibility.
• 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 employer 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.

Mandatory:

Professional Qualifications, Experience, etc

(a) Eligible applicants will be those who on the closing date for the competition:
(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.

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.

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.

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