Job Title Project Co-Ordinator Specific Purpose Contract for 2 years Full-Time 35 hours (1.0 WTE) with flextime Campaign Reference SVHF/03/2025 Closing Date Close of business on Friday 25th of April 2025 Proposed Interview Date (s) Interviews will be held as soon as possible after the closing date.
Candidates will normally be given at least one weeks notice of interview.
The timescale may be reduced in exceptional circumstances.
Taking up Appointment A start date will be indicated at job offer stage.
Location of Post St. Vincents Hospital, Fairview.
Details of Service St Vincents Hospital Fairview provides progressive and comprehensive multidisciplinary mental health services.
These include adult, adolescent, and child inpatient services, for North Dublin area.
It is essential that these services operate seamlessly from the users perspective.
Reporting Relationship The post holder will report to the CEO.
Department: Administration Department Purpose of the Post Responsible for ensuring successful planning, execution, and completion of the project while aligning with hospital strategic goals This role serves as a central point of communication between hospital leadership, construction teams, architects, government regulators, and other stakeholders.
To support Consultant Project Manager in ensuring that the new hospital building is delivered on time, within budget, and in a way that fully supports patient care and operational excellence.
Principal Duties and Responsibilities: General Serve as the primary point of contact between the internal stakeholders and the Chair of the Board Project Subcommittee and the Hospitals Project Manager (SMP).
Act as secretary to the Board Project Sub-committee and coordinate regular meetings including recording and distribution of minutes.
Facilitate communication among all parties and groups involved on behalf of the Hospital, in particular clinical, medical and nursing departments, administration, operational and maintenance groups.
Interface with the Hospitals Consultant Project Managers.
Coordinate regular progress meetings and updates with the Consultant Project Manager and other stakeholders.
These meetings may be off site and may require travel to attend in person.
This is a hybrid position which offers 1 day per week working from home and 4 days a week on site in SVHF both in the Hospital and on the construction site.
All scheduled meetings should be attended in person unless agreed otherwise on a meeting by meeting basis.
Project Liaison Liaise with the Hospitals Consultant Project Manager in relation to timelines, budgets, progress and other project matters.
Monitor the Brief and ongoing developments to ensure that the project proposals align with the Hospitals needs and work with the Hospitals stakeholders to establish operational policies to inform the design.
Budget Management Liaise with the Hospitals Consultant Project Manager and Hospital internal finance team to track project expenditures against the approved budget.
Assist in reviewing and approving invoices submitted by the Hospitals Consultants or Developer.
Stakeholder Engagement Engage with internal and external stakeholders and user groups, including staff, consultants, and community members, to obtain feedback and relevant input regarding the new facilities and accommodation.
Assist in managing stakeholder expectations and communication during the course of the project.
Co-ordinate with relevant stakeholders, hospital consultant project manager and contracting team the internal arrangement of all spaces to include fixed and loose furniture, services and medical equipment.
Documentation and Reporting Maintain documentation and records relating to all project-related matters, correspondence, decisions, and changes, reporting to the Chairman of the Board Project Subcommittee.
In conjunction with the Hospitals Consultant Project Manager, submit regular progress reports to the Chairman of the Board Project Subcommittee outlining project status, issues encountered, and actions or decisions required.
Change Management No change can be made to the Brief without the express approval of the subcommittee and Board.
Liaise with the Hospitals Consultant Project Manager and Technical Advisory Team in relation any change requests that arise and document the implications of these on budget, programme, and scope.
Process reporting to the Board Project Sub-committee and obtaining approval.
Relocation Planning Coordinate with all internal stakeholder groups, administration, operational and facilities management teams, to develop a comprehensive relocation plan for staff, patients, and services to the new facility.
In consultation with the Hospitals Consultant Project Manager and the contractor, develop a comprehensive relocation plan that sets out objectives, timelines, and resources required for the move.
Keep staff informed about relocation plans, timelines, and any changes throughout the process.
Arrange orientation seminar(s) to familiarise staff with the new facility, layout, emergency exits, and key areas of operation.
Work with the Hospitals Consultant Project Manager, Contractors and removal contractors to ensure that patient and staff needs are prioritised during the transition process.
Staff Training and Transition Support Liaise with the Hospitals Consultant Project Manager, Technical Advisory Team, Consultants and Contractors in relation to training seminars for staff to familiarise with the operation of the new building, services systems and maintenance requirements.
Coordinate with the Hospitals facilities management and maintenance staff in relation to specific training requirements as part of the transition process.
Assist the Executive Management team in developing policies, protocols, and procedures that are specific to the new Hospital environment.
As the service needs of SVHF evolve and develop over time, there may be an impact on this role and therefore the job description may be reviewed according to the service needs of the Hospital.
This job description is a guide to the general range of duties assigned to the post holder.
It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.
Eligibility Criteria Qualifications and/ or experience Professional Qualifications and Experience Essential: Eligible applicants will be those who on the closing date for the competition Administration and management skills and experience, particularly in the healthcare and/or construction sectors.
Experience in working as part of a committee, minute taking and processing documentation.
Familiarity with Cost reporting and budgeting Strong communication (written and oral) and interpersonal skills.
Familiarity with operation of healthcare facilities, relevant regulations, standards, and best practices.
Expertise in change management 2.
Age: Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004).
A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs.
3.
Health: Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.
4.
Character: Candidates for and any person holding the office must be of good character.
Other requirements specific to the post Provide guidance as required, to ensure tasks within the department are completed accurately, in a timely fashion and that standards are met.
This post requires a high level of flexibility to ensure the delivery of an effective and efficient service.
Therefore the post holder will be required to demonstrate flexibility as and when required.
Professional Knowledge & Experience Skills, competencies and/or knowledge Professional Knowledge & Experience Demonstrate: The ability to work in an accurate and methodical manner, with great attention to detail.
Excellent numeracy skills.
Excellent MS Office Suite skills.
Ability to compile reports.
Respect the confidential nature of data at all times.
Ability to improve processes and make suggestions that make the completion of work more efficient.
Communications & Interpersonal Skills Demonstrate: Excellent communication and interpersonal skills including the ability to present information in a clear and concise manner and to communicate successfully and sensitively with patients, the public, staff, management and outside agencies.
Strong written communication skills.
Planning & Managing Resources Demonstrate: Self-motivated and able to manage work load, prioritise and allocate tasks and meet deadlines.
Excellent planning and organisational skills including using computer technology effectively.
The ability to manage within allocated resources and a capacity to respond to changes in a plan.
Evaluating Information, Problem Solving & Decision Making Demonstrate: Flexibility, problem solving and initiative skills including the ability to adapt to change The ability to appropriately analyse and interpret information, develop solutions and contribute to decisions quickly and accurately as appropriate.
The ability to recognise when it is appropriate to refer decisions to a higher level of management.
Team Working Demonstrate: The ability to work as part of the team and to establish a good working relationship with a wide range of internal and external stakeholders.
The ability to work independently on own initiative.
The ability to supervise when required Commitment to a Quality Service Demonstrate: A commitment to maintaining high work standards.
Project Co-Ordinator Terms and Conditions of Employment Tenure This appointment will be a specific purpose for two years, subject of the approval of a six month probation period.
Remuneration The salary scale for the post is (01/03/2025) €60,854; €61,862; €62,715; €64,106; €65,644; €67,154; €68,664; €70,364; €71,943; €74,658; €76,897 LSI New appointees to any grade start at the minimum point of the scale.
Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011).
Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.
Working Week The standard working week is 35 hours and Flexitime applies.
Annual Leave The annual leave associated with the post will be confirmed at appointment stage.
Superannuation This is a pensionable position with St. Vincents Hospital Fairview.
The successful candidate will upon appointment become a member of the appropriate pension scheme.
Pension scheme membership will be notified within the contract of employment.
Members of pre-existing pension schemes who transferred to St. Vincents Hospital Fairview on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the SVHF Scheme which are no less favourable to those which they were entitled to at 31st December 2004.
Probation Every appointment at St. Vincents Hospital Fairview shall be subject to a minimum probationary period of six months.
Recruitment and Selection Policy St. Vincents Hospital Fairview will run this campaign in accordance with the Recruitment and Selection Policy Code of St. Vincents Hospital Fairview.
Candidates should note that canvassing will disqualify and will result in their exclusion from the competition.
Candidates may be required to produce documentary evidence to support any statements made by them in their application or any supporting documentation.
Candidates should note that inaccurate information will invalidate their application.
Campaign Specific Selection Process Ranking/Shortlisting / Interview A ranking and or shortlisting exercise may be carried out on the basis of information supplied within your application for the post.
The criteria for ranking and or shortlisting are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification.
Therefore it is very important that you think about your experience in light of those requirements.
Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process.
Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview in bands depending on the service needs of the organisation.
Pre-Employment Health Assessment Prior to commencing in this role a person will be required to attend a GP for a pre-employment medical check.
Any person employed by the hospital must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.
Validation of Qualifications & Experience Any credit given to a candidate at interview, in respect of claims to qualifications, training and experience is provisional and is subject to verification.
The recommendation of the interview board is liable to revision if the claimed qualification, training or experience is not proven.
References The hospital may seek up to three written references from current and previous employers, educational institutions or any other organisations with which the candidate has been associated.
The hospital also reserves the right to determine the merit, appropriateness and relevance of such references and referees.
Garda Vetting The hospital will carry out Garda Vetting on all new employees.
An employee will not take up employment with the hospital until the Garda Vetting process has been completed and the hospital is satisfied that such an appointment does not pose a risk to clients, service users and employees.
Work Permits/Visas Where relevant, offers of employment are made on a conditional basis that where a work permit or visa is required, the candidate will produce satisfactory evidence of the relevant documents and it is the candidate responsibility to ensure that such documents remain valid for the duration of the contract of employment.
Skills: Administration Management Reporting Project administration Project Coordination Document Distribution Benefits: Flexitime Canteen Parking