Job Title and Grade
Data Processer Grade IV
Principal Duties and Responsibilities
The position of Grade IV Data Processer encompasses both managerial and administrative responsibilities, which include the following:
Administration
• Ensure the efficient day-to-day administration of area of responsibility
• Ensure that deadlines are met and service levels maintained
• Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing the work of the team to ensure quality and accuracy
• Ensure that archives and records are accurate and readily available
• Maintain confidentiality of documentation, records, etc.
• Maximise the use of technology in ensuring work is completed to a high standard
• Ensure line management is kept informed of issues
• Ensure that stakeholders are kept informed and that their views are communicated to middle management
• Organise and attend meetings as required
• Handle and manage data processing functions on a day-to-day basis according to the Data Protection Act
• Process, verify and log receipt of personal and health data in an organized manner
• Transcribe source data into the required electronic format
• Perform high-volume data entry using MS Excel
• Uploading, manipulating, documenting and managing large data volumes in the CRM Software
• Verify integrity of data by comparing it to source documents
• Review data for errors and missing information and resolve discrepancies
• Resolve and troubleshoot problems affecting data processing functions
• Interact with external teams to process and integrate related data
• Manage daily emails requests/enquiries
• Maintain a satisfactory level of quality and productivity as per department standards
Service Delivery and Improvement
• Actively participate in innovation and support change and improvement initiatives within the service; implement agreed changes to the administration of the service
• Encourage and support staff through change processes
Standards, Policies, Procedures and Legislation
• Maintain own knowledge of employer policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team
• Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, GDPR
• Ensure consistent adherence to procedures within area of responsibility
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service
The above Job Specification 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 to him / her from time to time and to contribute to the development of the post while in office.
Candidates must have at the latest date of application: -
Eligibility Criteria
Qualifications and/ or experience
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 Irish1. 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).
and
(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
Health
A candidate 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.
Character
Each candidate for and any person holding the office must be of good character.
Skills, competencies and/or knowledge
Professional Knowledge & Experience
• Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role
• Maximise the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.
• Demonstrate the ability to work in line with relevant policies and procedures
• Ability to work in an accurate and methodical manner paying attention to detail while meeting the demands of a busy specialised area
Planning and Managing Resources
• Demonstrate the ability to plan and organise own workload and that of others in an effective and methodical manner within strict deadlines, ensuring deadlines are met
• Sets realistic goals and time-scales, taking account of potential problems and competing priorities
• Devotes time and energy to the most important task at any given time
• Effective management of multiple tasks and deadlines
Commitment to a Quality Service
• Demonstrate a commitment to providing a quality service
• Demonstrate awareness and appreciation of the service user and has strong customer service skills
• Embraces the change agenda; demonstrates flexibility, initiative and adaptability in a changing work environment
Evaluating Information, Problem Solving & Decision Making
• Demonstrate numeracy skills, the ability to evaluate information, problem solve and make effective decisions
• Makes decisions and solves problems in a timely manner before they accumulate
• Gathers information from enough sources and other people to make well founded decisions / solve problems
Team working
• Demonstrate the ability to work on own initiative as well as part of busy a team
• Contributes to a positive team spirit
• Demonstrates a willingness to become involved and help team members if they are under pressure
Communication & Interpersonal Skills
• Effective communication skills including the ability to present information in a clear and concise manner
• Strong written and verbal communication skills
• Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect
• Demonstrate the ability to influence people and events
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