Overview
Post Title:Administrative Officer (Anaesthetic Secretary)Grade IV OfficerPost Status:PermanentDepartmentCC&A DirectorateLocation:Beaumont Hospital, Dublin 9Reports to:Directorate Support SupervisorDirectorate Support ManagerSalary:Appointment will be made on Grade IV (€34,256 - €50,202(1st LSI €51,733 2nd LSI €53,304) at a point in line with Government pay policy. Hours of Work: Full Time OR Part time post available Closing Date:12.00Pm on 13/12/2024 The Hospital reserves the right to close the competition early should a substantial number of applications be received Job Summary:The role of a Grade IV in the Directorate Structure may require specific roles and responsibilities. It is expected that a Grade IV in the Directorate will provide cross cover when appropriate within the directorate (e.g. sick leave, annual leave etc). Some of these specific roles within the Directorate are highlighted below. Grade IV Job Summary• Provide a variety of administrative functions and an efficient and effective clerical service to the Directorate.• Aware of the directorate KPI’s, goals and objectives and working with the Directorate Support Manager to achieve same.• Under general supervision and following established policies and procedures, provides secretarial and administrative support for a clinical service.• Plans and organises work to comply with established deadlines and priorities.• Assist in the overall smooth running of the office. Open and sort mail, schedule meetings, maintain departmental files and records, collect and record information on hospital and departmental databases ensuring the integrity of data, compile and distribute reports, monitor and maintain office equipment and supply inventory.
Responsibilities
Principal Duties & Responsibilities• Provide secretarial Cover to Chairman, Department of Anaesthesia.• Provide secretarial Cover to Director, Department of Anaesthesia.• Assist with the smooth transitions of NCHD staff on a 6 monthly basis.• Chart tracking/collection; Data entry; Knowledge and daily use of BHIS/PIPE and computer systems;• Coordinate the weekly and 6 weekly Anaesthetic Roster with both Consultant Anaesthetist and Anaesthetic Registrar.• Banking for the Anaesthetic Department.• Coordinate weekly Education Meetings and record attendance for the Medical Council.• Liaise with Departmental Secretaries particularly (Pre-assessment Secretaries) to ensure efficient communication across hospital departments.• Liaise on a daily basis with Anaesthetic Consultants to ensure highest quality care for patients • General letters / Referral letters and all Clinical correspondence.• Provide cover within Critical Care & Anaesthetics Directorate as required• Scanning /Photocopying: When necessary.• Tracking: Tracking all charts that are given into their care and ensuring speedy return of same.• To fulfil any other duties required/requested by Consultants.• Send Emergency Theatre List by 8.30 Daily. This is to be completed by Secretary who is in first and role is shared equally between Anaesthetic Secretary & Theatre Secretary.• Theatre Reception should be covered between 8am and 5pm daily.Duties Particular to this Post• Provide cross-cover for Directorate administrative staff when required in particular, but not limited to, ICU Secretary, Theatre Reception, Anaesthetic Secretary, Pain Service.• 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.
Qualifications
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. 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 statutoryhealth agencies, or a body which provides services on behalf of the HSE under Section38 of the Health Act 2004Or(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list ofsubjects in the Department of Education Leaving Certificate Examination, includingMathematics and English or Irish1. Candidates should have obtained at least Grade Con higher level papers in three subjects in that examination.Or(iii) Have completed a relevant examination at a comparable standard in any equivalentexamination in another jurisdictionOr(iv) Hold a comparable and relevant third level qualification of at least level 6 on theNational 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 levelpaper is not acceptable.Candidates must have achieved these grades on the Leaving Certificate Established programmeor 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 ofsuitability, for the proper discharge of the office. 2. AgeAge restriction shall only apply to a candidate where s/he is not classified as a new entrant (withinthe meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). Acandidate who is not classified as a new entrant must be under 65 years of age on the first day ofthe month in which the latest date for receiving completed application forms for the office occurs. 3. HealthCandidates for and any person holding the office must be fully competent and capable ofundertaking the duties attached to the office and be in a state of health such as would indicate areasonable prospect of ability to render regular and efficient service. 4. CharacterCandidates for and any person holding the office must be of good character. Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via this email address)Edel Batesedelbates@beaumont.ie