TTM Healthcare are proud to partner with our client in the Public Sector to recruit a Grade IV Assistant Staff Officer for immediate start in Leitrim.
Temporary 3 month initial contract.
35hours p/w 9am to 5pm, Monday to Friday Pay rates in line with the public sector - €19.30p/h to €29.77p/h depending on verified relevant public sector experience.
Administrative Support:
Manage, draft, and type correspondence, reports, and meeting minutes.
Prepare documentation, reports, notices, and meeting venues.
Set up and maintain filing systems and databases (manual and electronic) to efficiently record and track service-user records while ensuring data integrity and security.
Monitor and evaluate administrative procedures to support a client-centered, quality service.
Communication & Coordination:
Screen telephone calls, take accurate messages, and forward them to relevant staff in a timely manner.
Greet and assist all visitors in a courteous, efficient, and confidential manner.
Address general queries and provide appropriate information or assistance.
Facilitate smooth internal and external communication within the Clinical Team.
Mail & Document Management:
Receive, sort, and distribute incoming mail efficiently.
Manage outgoing mail daily, ensuring timely processing, including internal mail transfers.
Maintain confidentiality and compliance in handling all documentation.
Scheduling & Appointment Management:
Organize and schedule appointments for service users and staff.
Accurately record and track all attendances.
Support the coordination of clinical team activities and schedules.
Office & Resource Management:
Order and manage the stationery stock control system to ensure sufficient supplies for all programs.
Ensure all resources and materials are used effectively and economically, advising relevant personnel of any necessary changes.
Compliance & Development:
Maintain strict confidentiality of data, including patient information, in compliance with policies and regulations.
Ensure adherence to Freedom of Information legislation and other relevant laws.
Participate in staff development and in-service training programs as required.
Stay informed of updates in administration, secretarial practices, and office procedures.
Performance & Goal Setting:
Plan, prioritise, and complete assigned tasks efficiently.
Set and achieve daily, weekly, monthly, and annual objectives.
Manage workload performance, accuracy, and efficiency in line with assigned duties.
Interpret and implement policies and procedures effectively.
Essential Skills & Qualifications:
Strong administrative and organizational skills.
Excellent communication and interpersonal abilities.
Proficiency in Microsoft Office (Word, Excel, Outlook) and database management.
Ability to handle confidential information with discretion.
Strong time management and multitasking skills.
Experience as an administrator in a healthcare or clinical environment is Essential.
Skills:
Grade IV Assistant