Overview
Post Title: Executive Manager – Chief Executive’s OfficePost Status: PermanentDirectorate: Chief Executive’s OfficeLocation: Beaumont Hospital & Affiliated SitesReports to: Chief Executive OfficerKey Working Relationships: Executive Management Group, Corporate Board SecretarySalary: Appointment will be made on Grade VII salary scale (€58,254 - €75,728 LSI) at a point in line with Government pay policy. Hours of work: Full-Time 35 hours per week. The appointee may be required to work from time-to-time outside of core hours. Closing Date: Friday, 17th January @ 12.00pm Position Summary: This post is designed to provide a high level of support to the Chief Executive and assist in the planning, management, organisation and co-ordination of the activities of the Office of the Chief Executive. This post also provides support to Beaumont Hospital Board as required.
Responsibilities
Lead the administrative function of the Office of the Chief Executive.Managing the Chief Executive’s correspondence, including monitoring emails, incoming post and telephone calls – prioritising and circulating as appropriate. Drafting responses on behalf of the Chief Executive and ensuring outgoing correspondence is processed within an appropriate timeframe.Prioritising incoming issues and concerns addressed to the Chief Executive, including those of a sensitive and confidential nature.Managing the Chief Executive’s diary and organising meetings and appointments which involves liaison with high profile and senior personnel, including the Department of Health, Health Service Executive, Health Regions, Board Members and hospital staff at all levels.Collaborate with the Chief Executive daily to establish and update daily priorities, deadlines and requirements.Support the Chief Executive by drafting a range of presentations / speeches (including gathering data, researching material and creating presentations, ensuring appropriate input from relevant senior managers / departments).Organise and maintain critical documents, files and records, ensuring the secure handling of confidential information.Co-ordinate the Executive Management Group meetings and other internal and external meetings as directed by the Chief Executive, including the booking of rooms, managing attendance, agenda, key documents, administration of the secure online papers portal etc.Record and circulate minutes of meetings, and follow up on related actions as appropriate.Co-ordinate and manage the Chief Executive’s actions, deadlines and responsibilities regarding minutes, letters, emails etc to ensure prompt and appropriate responses from the Chief Executive’s Office.Act as the Hospital’s point of contact for media queries. Co-ordinate and prepare media responses in liaison with relevant internal hospital leads and the Hospital’s external media advisors.Act as the Hospital’s point of contact for representations and parliamentary questions from government departments and local TDs in responding to matters relating to the hospital.Co-ordinate, prepare and publish the Hospital’s Annual Report, ensuring appropriate input from all directorates / departments.Co-ordinate and organise visits and events e.g. ministerial visits, visiting dignitaries.Supervise staff within the Office of the Chief Executive, administering all leave arrangements and ensuring mandatory training requirements are adhered to.Ensuring a smooth interface between the Board, Chief Executive and Executive Management Group. Provide administrative support to Beaumont Hospital Board, as required, and ensure necessary administrative cross cover is in place to support the Board and sub-committees.Supporting staff in ongoing personal development and training.Undertake all duties in a confidential, professional and courteous manner when representing the Chief Executive’s Office and Beaumont Hospital BoardTo discharge any other duties as may be required by the Chief Executive.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 from time to time and to contribute to the development of the post while in office. This document is an outline of the major areas of responsibility at the present time, which will be reviewed and assessed on an on-going basis in the context of evolving objectives
Qualifications
Qualifications, Experience & Skills Eligible applicants will be those who on the closing date for the competition:Have satisfactory experience in an office under 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 at a level not lower than that of Grade IV (or equivalent)andHave not less than two years satisfactory experience either in that office or in an office at a level not lower than that of 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 andCandidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.Desirable QualificationThird level qualification in Management/Administration, or equivalent, ideally at Degree level.Knowledge & ExperienceExperience working as an executive assistant to a high level executive or institution head, or equivalent.Exemplary writing (including minute taking and report writing) skills and accuracy.Demonstrated administration and management skills.Proven ability to manage multiple tasks and deadlines.Strong interpersonal skills and a professional manner to interact courteously and effectively with internal and external stakeholders.Ability to discreetly and tactfully recognise and handle sensitive and confidential information.Experience in leading and supervising staff and helping them to achieve their own and departmental goals.Expert knowledge of MS Office and the ability to learn hospital-specific software whereSkills/CompetenciesPlanning, Organising and Co-ordinatingExcellent Communication & Interpersonal SkillsExcellent Supervisory Skills & Performance ManagementFlexible and Adaptable ComposedIntegrity and TrustworthinessInformal Enquiries ONLY to: Name: Mr John PepperTitle: Interim Director of Human ResourcesEmail address: johnpepper@beaumont.ieTelephone:(01) 8092916