Overview
Post Title: Grade V – Personal Assistant – Office of the Chief Operations Officer
Post Status: Permanent Contract
Department: Operations Office
Location: Beaumont Hospital, Dublin 9
Reports to: Strategy Implementation Support Manager – COO Office
Salary: Appointment will be made on the Grade V scale (€51,206 - €57,503, LSI1 €59,375, LSI2 €61,253) at a point in line with Government pay policy.
Hours of work: Full-time, 35 hours per week
Closing Date: 12.00 noon – 14th March 2025
Please note the hospital reserves the right to close the competition early should a substantial number of applicants be received.
Chief Operations Office
The office of the Chief Operations Officer is a busy and fast-paced environment, supporting the daily operations of Beaumont Hospital and supporting initiatives from the Dublin North and North East Region. The purpose of this role is to ensure that the Chief Operations Office is supported in any and all administrative duties and projects assigned to that office.
Position Summary
The purpose of the role is to ensure that the Chief Operations Officer is supported administratively in the discharge of their duties. Suitable candidates will require superb organisational skills, good problem-solving abilities, a high degree of flexibility, excellent communication skills as well as being an excellent all-round administrator. The capacity to deal with multiple concurrent work streams in a confidential and professional manner is a key requirement.
The role involves working closely with the Chief Operations Officer and members of the wider hospital operations team including:
* The Patient Flow Department
* Management Information Team
* Major Emergency Planning Team
* Directorate Business Managers
* Strategy Implementation Team
* Cancer Directorate Team
There will be a requirement to prepare and circulate correspondence on behalf of the Chief Operations Officer, provide advice and assistance regarding corporate policies and procedures. This is an exciting opportunity to play a key role in the smooth running of the Hospital’s executive functions and to enhance knowledge and understanding of healthcare and general management.
Responsibilities
Executive support to Chief Operations Officer will include:
* Provide a full range of secretarial and administration support, in respect of high-priority confidential matters, including:
* Typing emails & correspondence
* Mailbox / Diary Management
* Office Management
* Screening incoming calls and correspondence
* Preparation of Minutes, Actions and supporting Operational Meetings
* Follow up of actions on behalf of the Chief Operations Officer
* Prioritise work and bring relevant matters to attention to ensure timely follow through
* Acting as a focal point for contact and ensuring welcoming/supportive interface with stakeholders
* Managing Parliamentary Questions and Representations on behalf of the Hospital
* Co-ordinate and track ECC submissions, progress relevant requests to hire, and feedback to team
* Manage planned and unplanned leave records and reporting for staff who report directly to the Chief Operations Officer
* Provide cross cover for the Strategy Implementation Support Manager as required
* Compile and collate data for return to the Integrated Health Area group
Personal Development
* In conjunction with line manager agree learning objectives designated to meet development goals to improve service
* Participate in quarterly performance meetings with line manager
Qualifications
Selection Criteria:
Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post. Applications will be assessed on the basis of how well candidates satisfy these criteria.
1. Professional Qualifications, Experience, etc.
(a) Eligible applicants will be those who on the closing date for the competition:
(i) Have satisfactory experience as a 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.
Or
(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.
Or
(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.
Or
(iv) 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. The Leaving Certification Applied Programme does not fulfil the eligibility criteria.
and
(b) Candidates must 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:
* Office Management experience
* Experience of supporting a Senior Executive
* Extensive administrative experience
* Excellent communication skills
* Excellent knowledge of Microsoft Office Suite, including Outlook calendar
* Experience of minute taking
* Diary management experience
* Demonstrated ability to work in a highly pressurised environment
* A demonstrated record of supporting the delivery of change and experience of working collaboratively with multiple stakeholders
* An understanding of the confidential support required for a member of the Senior Management Team
* Experience of setting up or improving systems and procedures
* Excellent planning and organisational skills
* Strong inter-personal skills, flexible and open-minded
Informal Enquiries ONLY to:
Name: Sheena Cormican
Title: CEO Office
Email: sheenacormican@beaumont.ie
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