Overview
Post Title: Executive Assistant – Chief Executive’s Office (Grade VI)
Post Status: Permanent Contract
Department: Chief Executive’s Office
Location: Beaumont Hospital, Dublin 9
Reports to: Executive Manager – Chief Executive Office
Salary: Appointment will be made on GRADE VI (€56,757 - €69,341 LSI) at a point in line with Government pay policy.
Hours of work: Full-Time 35 hours per week. The appointee may be required to work from time to time outside of core hours.
Closing Date: 12 Noon on 10/4/2025
Please note the hospital reserves the right to close the competition early should a substantial number of applications be received.
This post is designed to provide a high level of support to the Chief Executive and assist in the planning, management, organisation, and coordination of the Office's activities. It also provides support to the Beaumont Hospital Board as required.
Responsibilities
1. Managing the Chief Executive’s correspondence, including monitoring emails, incoming post and telephone calls – prioritising and circulating as appropriate.
2. Drafting responses on behalf of the Chief Executive and ensuring outgoing correspondence are processed within an appropriate timeframe.
3. Prioritising incoming issues and concerns addressed to the Chief Executive, including those of a sensitive and confidential nature.
4. Managing the Chief Executive’s diary and organising meetings and appointments, which involves liaising with high-profile and senior personnel, including the Department of Health, Health Service Executive, Health Regions, Board Members and hospital staff at all levels.
5. Collaborate with the Executive Manager daily to establish and update daily priorities, deadlines and requirements.
6. Support the Chief Executive by drafting a range of presentations/speeches (including gathering data, researching material, creating presentations, and ensuring appropriate input from relevant senior managers/departments).
7. Organise and maintain critical documents, files and records, ensuring the secure handling of confidential information.
8. Co-ordinate the Executive Management Group meetings and other internal and external meetings as directed by the Executive Manager, including the booking of rooms, managing attendance, agenda, key documents, following up of actions and administration of the secure online papers portal.
9. Record and circulate minutes of meetings and follow up on related actions as appropriate.
10. Co-ordinate and manage the Chief Executive’s actions, deadlines and responsibilities regarding minutes, letters, emails, etc, to ensure prompt and appropriate responses from the Chief Executive’s Office.
11. Act as the Hospital’s point of contact for media queries. Co-ordinate and prepare media responses in liaison with relevant internal hospital leads and the Hospital’s external media advisors.
12. Act as the Hospital’s point of contact for representations and parliamentary questions from government departments and local TDs in responding to matters relating to the hospital.
13. Co-ordinate and organise visits and events e.g. ministerial visits, visiting dignitaries.
14. Ensuring a smooth interface between the Board, Chief Executive and Executive Management Group.
15. Provide administrative support to Beaumont Hospital Board, as required, and ensure necessary administrative cross cover is in place to support the Board and sub-committees, when required.
16. Undertake all duties in a confidential, professional and courteous manner when representing the Chief Executive’s Office and Beaumont Hospital Board.
17. To discharge any other duties as may be required by the Chief Executive/Executive Manager.
Qualifications
Qualifications, Experience & Skills
Eligible applicants will be those who on the closing date for the competition:
1. Have satisfactory experience in an office under the 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 at a level not lower than that of Grade IV (or equivalent).
2. Have not less than two years satisfactory experience either in that office or in an office at a level not lower than that of Clerical Officer in the 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.
3. Possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
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.
Desirable Qualification
Qualification or award in Professional PA/Secretarial/Administration Skills.
Knowledge & Experience
Experience working as an executive assistant to a high-level executive or institution head or equivalent.
Exemplary writing (including minute taking and report writing) skills and accuracy.
Demonstrated administration and management skills.
Proven ability to manage multiple tasks and deadlines.
Strong interpersonal skills and a professional manner to interact courteously and effectively with internal and external stakeholders.
Ability to discreetly and tactfully recognise and handle sensitive and confidential information.
Experience in leading and supervising staff and helping them to achieve their own and departmental goals.
Expert knowledge of MS Office and the ability to learn hospital-specific software where necessary.
Skills/Competencies:
1. Planning, Organising and Co-ordinating with excellent Communication & Interpersonal Skills.
2. Flexible and Adaptable.
3. Ability to work independently and as part of a team.
4. Integrity and Trustworthiness.
5. Proven analytical problem solver in a variety of complex situations, ensuring the correct action is taken.
6. Demonstrated ability to work in a highly pressurised environment.
The above Job Description 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 from time to time and to contribute to the development of the post while in office. This document is an outline of the major areas of responsibility at present, which will be reviewed and assessed on an ongoing basis in the context of evolving objectives.
Informal Enquiries ONLY to:
Name: Ms Emma Doyle
Title: Executive Manager – Chief Executive Office
Email address: emmadoyle@beaumont.ie
Telephone: (01) 809 2101
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