The post holder is responsible for the leadership, planning, strategic and operational management and performance of the Administration function of the Office and its interactions with all stakeholders and service dependencies.
The post is a key role in supporting the management teams in exercising their statutory, regulatory and accountability functions with regard to the various services.
The post holder oversees and proactively manages the day to day operations of the Office, ensuring delivery of safe, efficient, effective and relevant services within budget and the implementation of reform as part of the wider national and CHO health system reform programme, and take a lead role in working collaboratively across Care Groups/Divisions including Hospital Groups.
The Post holder leads, guides, supports and supervises the administrative staff assigned to the office sustaining a flexible and responsive team capable of meeting the needs of the office.
The role will evolve as the structures within the CHO are further developed and established.
The position of Grade VII encompasses both managerial and administrative responsibilities which include the following:
Administration · Contribute to the development of service plans for own area of responsibility and implement service plan objectives within own area
· Ensure the efficient management and administration of area of responsibility
· Execute assignments in accordance with agreed plans, budgets and deadlines
· Ensure deadlines are met and that service levels are maintained
· Prepare regular reports on the progress of work against the operational plan
· Provide accurate information to management in a timely manner, ensuring that administrative and financial records are readily available
· Inform management of ideas / solutions to maximise effective use of resources / improve service delivery
· Advise, promote and participate in the implementation of innovations in service delivery
· Participate in and lead project working groups, represent the HSE on committees as required
· Build and maintain relationships with key stakeholders to gather support for new initiatives
· Make decisions and solve problems in a timely manner and inform others of decisions that have implications for them, making sure team knows how to action them
· Gather information from a variety of sources to ensure decisions are in line local and national agreements
· Ensure regular two-way communication happens between line management and senior management
· Provide administrative support for meetings and attend as required
· Maximise the use of technology to advance the quality and efficiency of service provision
Customer Service · Promote and maintain a customer focused environment by ensuring service users are treated with dignity and respect
· Seek feedback from service users / customers to evaluate service and implement change
Human Resources / Supervision of Staff · Supervise and enable other team members to carry out their responsibilities, ensuring appropriate delegation of responsibility and authority
· Review the conduct and completion of assignments of staff in accordance with the operational plan and expected quality standards
· Keep in touch with workloads of staff members to gauge levels of wellbeing and morale in the team
· Manage the performance of staff, dealing with underperformance in a timely and constructive manner
· Conduct regular staff meetings to keep staff informed and to hear views
· Create and promote a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships with other teams and disciplines
· Solve problems and ensure decisions are in line with local and national agreements
· Identify and agree training and development needs of team and design plan to meet needs
· Pursue and promote continuous professional development in order to develop leadership and management expertise and professional knowledge
Service Delivery and Service Improvement · Promote and participate in the implementation and management of change
· Proactively identify inequities / inefficiencies in service administration and implement solutions to improve service delivery, in line with legislation and benchmarking against best practice structures
· Maintain a good understanding of internal and external factors that can affect service delivery including awareness of local and national issues that impact on own area of work
· Embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring team knows how to action changes
· Encourage and support staff through change processes
Standards, Regulations, Policies, Procedures & Legislation · Contribute to the development of policies and procedures and ensure consistent adherence to procedures and current standards within area of responsibility
· Effectively discharge the day to day operations, including compliance with HSE Financial regulations and all HSE policies and procedures
· Maintain own knowledge of relevant policies, procedures, guidelines and practices to perform the role effectively and to ensure standards are met by own team
· Maintain own knowledge of relevant regulations and legislation e.g.
HSE Financial Regulations, Health & Safety legislation, Employment legislation, FOI Acts, GDPR
· 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 HSE protocols for implementing and maintaining these standards
· Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service
The above Job Specification 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.