Grade 5- Clerical Officer
Role:
Efficient day to day Technical administration support, Safety, Environmental and Personal Assistant to the Engineering /Construction/Estates Manager.
Department Function:
This department provides a range of professional, technical, project management, property, fire & safety and related services in respect of the procurement, development, operation and maintenance of the health service's physical infrastructure including buildings, plant and equipment.
Principal Duties:
* Collaborate with the Estates Manager on a daily basis to establish and/or revise the requirements of the day and future planning.
* Maintain a high level of organisation and administrative excellence and efficiency.
* Be responsible for day-to-day security of the work area, including fire and physical hazards.
* Deal appropriately, professionally and effectively with all communications and queries, and visitors to the office.
* Be focal point for contact and ensuring welcoming/supportive interface with stakeholders.
* Highlighting relevant matters, prioritise as appropriate to ensure timely follow through.
* Maintain a working knowledge of new legislation as necessary.
* Advance actions on correspondence received.
* Acknowledging correspondence and in the case of absence/unavailability of the manager follow through for action upon return.
* Disseminating correspondence as appropriate to wider Estates Team and co-ordinate responses where required.
* Prepare draft responses for review, modification and sign off and send accordingly.
* Have an understanding of this correspondence to ensure you can update the manager as required.
* Maintain robust system for responding to Parliamentary Questions (PQs) and representations (Reps) from Public Representatives.
* Responsible for the monitoring and responding all PQs/Reps within timeframes.
* Draft responses on behalf of the manager for approval.
* Assist Estates Manager and wider Estates Team in managing regulatory and compliance obligations.
* Ensure all appropriate information and circulars/memos are circulated to the relevant personnel and a process for maintaining same.
* Provide full secretarial support to the EM and wider Estates Team as appropriate.
* Be POC.
* Organise all meetings, prioritising, and reprioritising diary/schedule of meetings according to requests, book and set up of meetings, booking and setting up of virtual meetings, meeting rooms, catering arrangements and meet and greet external attendees.
* Manage correspondence dealing with emails and incoming post, and prioritising and routing as appropriate in a timely and efficient manner.
* Draft communications on behalf of the manager.
* Progressing incoming issues and concerns to the EM in a professional and confidential manner.
* Dealing with less complex matters directly ensuring urgent matters are brought to the attention of the EM.
* Manage EM diary and organising meetings and appointments.
* Ensuring all EM post is processed within an agreed timeframe.
* Coordinate internal diaries and meetings with other members of the Estates team and external stakeholders.
Health & Safety:
* Developing a Site Specific Safety Statement (SSSS) for the department/service, as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.
* Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection.
* Consulting and communicating with staff and safety representatives on OSH matters.
* Ensuring a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.
* Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with set procedures .
* Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.
* Reviewing the health and safety performance of site and staff through, respectively, local audit and performance achievement meetings for example.
What You Need:
* Similar Clerical Officer experience, ideally in statutory health agencies or similar.
* Demonstrate knowledge/experience in supervising staff and knowledge of policies relevant to position.
* Excellent computer skills particularly Microsoft Office, Outlook etc.
* Third level qualification of at least level 6, Ireland (QQI).
* Demonstrate the ability to work in line with relevant policies and procedures.
Competencies:
* Planning and Managing Resources.
* Commitment to a Quality Service.
* Evaluating Information, Problem Solving & Decision Making.
* Team working.
* Communications & Interpersonal Skills.