Senior Executive Assistant (Grade VI) - Chief Executive's Office
This position encompasses both managerial and administrative responsibilities. The Senior Executive Assistant may be required to attend the service outside of their normal rostered hours as necessary.
The following is a brief outline of the role; other tasks may be allocated from time to time within reason.
Communication:
* Promote and maintain an environment where service users and staff are treated with dignity and respect.
* Operating as the first point of call for all phone calls, emails and information requests coming into and going from the office dealing with internal and external parties.
* Inbox management including reviewing, prioritising, and responding to emails.
* Efficiently deal with a range of correspondence and communications as delegated by the CEO.
* Drafting and issuing correspondence on behalf of the CEO as appropriate.
* Ensure line management is kept informed of all issues.
* Co-ordinate responses to Parliamentary Questions and Representations from Public Representatives for authorisation and issue by the CEO.
* Develop and maintain key working relationships with senior multidisciplinary colleagues within the hospital and across the region and HSE corporate functions.
* Ensuring that all activities both within and related to the office, are conducted with the utmost degree of confidentiality.
Administration:
* Provide project and business support to the office of the CEO.
* Support and administer meetings of the Executive Management Board of the hospital.
* Support and administer meetings of the Board of Directors.
* Co-ordinate and manage the scheduling of any meetings chaired by the CEO, confirming invitees' attendance, circulating agendas and other supporting documentation, organising catering/refreshments, taking minutes/notes and other administrative tasks associated with arranging meetings.
* Diary and calendar management of all appointments made for and by the CEO.
* Promptly deal with any matters that present requiring urgent or immediate attention.
* Act quickly on matters in respect of non-routine items which may arise.
* Responsible for a variety of tasks and matters on a daily basis, using personal discretion and initiative in all instances, including:
o Implementing and maintaining procedures/administrative systems.
o Managing databases and filing systems.
o Booking and arranging travel, transport, and accommodation.
o Ensuring the CEO is fully prepared for meetings.
o Provide accurate and timely reports as requested by the CEO.
Service Planning, Delivery, and Improvement:
* Maintain a good understanding of internal and external factors that can affect service delivery including awareness of local and national issues.
* Ensure the CEO is kept fully informed in relation to critical and priority issues as they arise.
Professional Knowledge & Experience - Demonstrate:
* A good working knowledge of acute hospital services.
* Experience of working in a busy office environment managing competing demands and multiple concurrent pieces of work, diary management, and organising meetings as relevant to the role.
* Knowledge and understanding of report generation and REPDR/PQ responses.
* Knowledge of relevant regulations and legislation, e.g. GDPR, Health & Safety Legislation, Employment Legislation, FOI Acts, Financial Regulations.
* Knowledge and understanding of policies, procedures, guidelines and practices to perform the role effectively and ensure work standards are met.
* A working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role.
* Experience of professional writing and creation of documents such as agendas, briefing reports, minutes etc.
* Maximising the use of ICT in ensuring work is completed to a high standard. Proficiency in Microsoft Office Suite including Excel, Power Point & Word.
* Proficiency in MS Teams including the scheduling and conferencing facilities function.
* A commitment to developing own professional knowledge and expertise.
Planning & Managing Resources - Demonstrate:
* The ability to effectively plan and manage own workload in an effective and methodical manner within strict deadlines.
* The capacity to respond to changes in a measured and rational manner.
Evaluating Information, Problem Solving & Decision Making - Demonstrate:
* The ability to appropriately analyse, evaluate and interpret information and contribute to decisions quickly and accurately as appropriate.
* The ability to recognise when it is appropriate to refer decisions to a more senior person in the hospital.
* Flexibility, problem solving and initiative skills including the ability to adapt to change.
* Make decisions and solve problems in a timely manner before they accumulate.
Team Working - Demonstrate:
* Working as part of the team to establish a shared sense of purpose and unity.
* The ability to work both independently and as part of a team.
* Leadership potential and strong team skills.
Communications & Interpersonal Skills - Demonstrate:
* Excellent communication and interpersonal skills including the ability to present information in a clear and concise manner.
* Ability to communicate diplomatically with internal and external stakeholders.
* Strong written communication skills.
Commitment to a Quality Service - Demonstrate:
* An ability to demonstrate accurate attention to detail in own work.
* A commitment to the ongoing monitoring of the efficiency of the service provided and where inefficiencies arise in the administration of the service, identify and implement the required changes.
* A commitment to delivering a quality service to service users and hospital staff.
Eligibility Criteria:
* Have satisfactory experience as a Clerical Officer in the Mercy University Hospital, 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.
* OR Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).
Note:
* Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme (or equivalent). The Leaving Certification Applied Programme does not fulfil the eligibility criteria.
* And Candidates must possess the requisite knowledge and ability, including a high standard of suitability and management ability, for the proper discharge of the office.
* Experience working in a busy environment which has involved interacting in a professional manner with senior management and other key internal and external stakeholders.
* Possess sufficient administrative capacity to discharge the functions of the grade.
Closing date for applications is 1pm on Friday, 11th October 2024.
The MUH reserve the right to create a panel for this post from which permanent, fixed term and specified purpose vacancies of a full or part time duration may be filled.
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