Job Title and Grade Clerical Officer, Grade III Nursing Practice Development Department (NPDD)- Fixed term, 0.7 WTE Grade Code: 0609 Campaign Ref SVHF/05/2024 Closing Date 28/03/2025 Proposed Interview Date (s) As soon as possible following closing date.
Taking up Appointment A start date will be indicated at job offer stage.
Location of Post Nursing Practice Development Department, St. Vincents Hospital, Fairview.
Organisational Area Community Health Care Organisation (CHO) Area 9, Dublin North City Mental Health Services.
Details of Service St Vincents Hospital, Fairview is a Section 38 Organisation, providing progressive and comprehensive Mental Health services to Adults and Adolescents.
In addition, St. Vincents Hospital works in partnership with DCU, UCD and the RCSI in the facilitation, teaching and assessing of Nursing and Medical Students.
The Team in the Nursing Practice Development Department comprises of: ) Nursing Practice Development Co-ordinator (NPDC), Clinical Placement Co-ordinators (CPCs) and Student Allocations Liaison Officer (SALO).
Reporting Relationship The post holder will report to the Nursing Practice Development Co-ordinator and is responsible to the Director of Nursing.
Purpose of the Post The function of the Nursing Practice Development Department is to enhance and develop both undergraduate and post-registration nursing practice with the aim of providing a quality patient-centred service.
The Clerical Officer post supports the function of this department through the completion of a range of administrative duties, including but not limited to: The preparation, collation and dissemination of all documentation pertaining to the BSc Nursing Programme.
Organising all aspects of Mandatory and CPD training for nurses and employees of St. Vincents Hospital who report to Nursing Management.
The successful candidate will require excellent interpersonal skills, discretion and an ability to manage challenging telephone and face to face interactions.
Strong MS Office skills to include Word, Powerpoint and Excel are crucial.
The ability to be flexible around rostered hours in response to Departmental needs.
Principal Duties and Responsibilities The position of Clerical Officer, Grade III Nurse Practice Development Department, encompasses administrative responsibilities which include but are not limited to the following: BSc Nursing Undergraduate Programme: Liaise with SALO to assist in formulation of Clinical Allocation Schedules using Excel and disseminate to the clinical areas.
Assist SALO with data entry to InPlace (software package for managing student nurse clinical hours).
Compile and maintain individual files for each student.
Maintain up-to -date contact information for all students.
Organise Hospital Identification Badges for all students and update student status at Internship.
Compile Assessment packs for students prior to each clinical placement.
Format, update and replenish clinical placement learning booklets as required.
Email students prior to placement with information on orientation timetables.
Manage passkey and alarm allocations for students.
Collate & calculate travel / accommodation / subsistence expenses for supernumerary students and furnish to Accounts Department.
Update student information handbook annually or more frequently if required.
Collate qualitative and quantitative data from Clinical Placement Questionnaires, generate reports and disseminate.
Provide administrative support in preparing for NMBI Inspections.
Format and update BSc Student Policies and corresponding audits.
Bind and archive all student documentation on completion of the BSc programme.
Staff Training and Development: Manage the booking/allocation of training rooms.
Liaise with training co-ordinators in relation to participant numbers and requirement for educational resources and canteen facilities.
Furnish the Catering Manager and Main Reception with a schedule of training (including numbers and canteen requirements) one week in advance.
Manage equipment bookings i.e Laptop, Projector, TV, Dongle.
Ensure there is adequate seating and educational resources for training.
Check rooms pre and post training, replenish resources and ensure the room is left ready for the next course.
Maintain up to date lists of relevant staff to include in mailshots.
Design and disseminate flyers/schedules with information on training dates, venues and times.
Print off a booking form and attendance sheet for each in-service course.
Prepare training manuals / handouts, Ensure all course/training facilitators have received the hospital fire orders and sign in/out a passkey for health and safety purpose.
Manage course bookings via email and send a return email to confirm booking.
Input attendances on to the training database.
Follow-up on certificates for on-line mandatory training courses, input onto data base and file alphabetically.
File paper copies of all attendance records chronologically in the folders provided.
Archive attendance records as directed by the NPDC.
Generate individual and unit training records as directed by the NPDC/Nursing Management.
General Administrative Duties: Proficiency in using Microsoft Word, Excel and Power Point.
Maintain a consistently high standard of work in terms of typing (accuracy), data entry and correspondence.
Ensure timely and accurate dissemination of email, telephone calls, general correspondence.
Carry out photocopying/scanning/binding/laminating and filing documents.
Complete a stationary order for the department inclusive of all staff utilising the building.
Furnish the Procurement Officer with orders as per the pre-determined schedule.
Ensure orders for printer cartridges and printer paper are placed before stock is fully depleted.
Replenish printer paper and cartridges.
Note date of new cartridge.
Raise purchase requisitions via the Procurement Officer.
Forward maintenance requisitions to Technical Services Department and follow-up on completion of tasks.
Design information leaflets / booklets.
Collect post daily from Main Reception for NPDD.
Check out-trays daily for external and internal post.
Compile an end of year report on all duties completed within the role.
This will be included in the overall Departmental Report.
Reception Duties: The Administrator in the NPDD may from time to time be required to provide cover on Main Reception.
This front of house role requires strong verbal communication and interactional skills.
In addition, this role demands an ability to calmly manage challenging situations that may include dealing with high expressed emotion or liaising with emergency services during a critical incident.
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.
Eligibility Criteria Qualifications and/ or experience Leaving Certificate or equivalent Excellent interpersonal, communication and teamwork skills Highly motivated with strong work ethic.
Excellent IT Skills, Microsoft Word, Microsoft Excel and Power Point.
Ability to work off own initiative.
Proven, strong organisational skills to include experience of filing systems with attention to detail as key.
Ability to work off own initiative.
Fluency in the English language, both written and verbal.
Post Specific Requirements / Desirable criteria Administration or business qualification is desirable.
Previous experience in a training department / Environment is desirable Skills, competencies and/or knowledge Professional Knowledge & Experience Demonstrate: The ability to work in an accurate and methodical manner, with great attention to detail.
Excellent MS Office skills to include Word, Excel & Power point.
Knowledge and experience of using an e-mail system effectively.
Knowledge of setting up online meetings using Zoom, Webex and Microsoft Teams.
Ability to compile reports.
Communications & Interpersonal Skills Demonstrate: Excellent communication and interpersonal skills including the ability to present information in a clear and concise manner and tocommunicate successfully and sensitively with students, staff, management, the public and outside agencies.
The ability to manage challenging interactions.
Accurate documentation.
High degree of confidentiality.
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: Flexibility, problem solving and initiative skills including the ability to adapt to change The ability to appropriately analyse and interpret information, develop solutions and contribute to decisions quickly and accurately as appropriate.
The ability to recognise when it is appropriate to refer decisions to a higher level of management.
Team Working Demonstrate: The ability to work as part of a team and to establish a good working relationship with a wide range of internal and external stakeholders.
Theability to work independently on own initiative.
Commitment to a Quality Service Demonstrate: Great attention to detail and high levels of accuracy.
Awareness and appreciation of the customer both internal and external.
A commitment to maintaining high work standards.
A commitment to providing a quality service and customer service skills.
Campaign Specific Selection Process Ranking/Shortlisting /Interview/Panel A ranking and or shortlisting exercise may be carried out on the basis of information supplied within your application for the post.
The criteria for ranking and or shortlisting are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification.
Therefore it is very important that you consider your experience in light of those requirements.
Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process.
Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview in bands depending on the service needs of the organisation.
Recruitment and Selection Policy St. Vincents Hospital Fairviewwill run this campaign in accordance with the Recruitment and Selection Policy Code of St. Vincents Hospital Fairview.
Candidates should note that canvassing will disqualify and will result in their exclusion from the competition.
Candidates may be required to produce documentary evidence to support any statements made by them in their application or any supporting documentation.
Candidates should note that inaccurate information will invalidate their application.
As the service needs of SVHF evolve and develop over time, there may be an impact on this role and therefore the job description may be reviewed according to the service needs of the Hospital.
This job description is a guide to the general range of duties assigned to the post holder.
It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.
Terms and Conditions of Employment Tenure This appointment will be on the basis of a fixed term contract of 1 year, 0.7WTE.
Remuneration The salary scale for the post (: €30,810; €32,543; €32,969; €33,835; €35,100; €36,366; €37,634; €38,555; €39,596; €40,805; €41,661; €42,858; €44,067; €46,335; €47,948 LSI Working Week The standard working week is 24.50/35 hours per week.
(0.7 WTE) Annual Leave The annual leave associated with the post will be confirmed at appointment stage.
Superannuation This is a pensionable position with St. Vincents Hospital Fairview.
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 St. Vincents Hospital Fairview on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the SVHF Scheme which are no less favourable to those which they were entitled to at 31st December 2004.
Probation Every appointment at St. Vincents Hospital Fairview shall be subject to a minimum probationary period of at six months.