Job Title and Grade: Grade V - Staff Officer
Location of Post: Galway Contact Tracing Centre - Ballybrit Business Park, Co. Galway.
Propose Interview Date: Due to urgent requirement This means that you will be called forward for interview at very short notice.
Details of Service:
In March 2020, the Health Service Executive initiated an extensive contact tracing project in response to the outbreak of COVID-19 in Ireland. The ultimate aim of the contact tracing project is to ‘flatten the curve’ by quickly informing patients of the result of their COVID-19 test, and in the case of a ‘positive’ diagnosis, promptly identifying the ‘close contacts’ of the individual, from when they displayed symptoms.
Contact Tracing has always been a function within the Public Health department of the HSE. However, given the scale or rate of the COVID-19 outbreak, additional resources were urgently required.
The Galway Contact Tracing Centre (CTC) was established in response to the pandemic, along with 8 other CTCs. In response to a change in the need for contact tracing services, the number of Contact Tracing Centres has since been reduced. The Galway CTC now acts as the main national hub of contact tracing activity for COVID-19 positive cases, operating 12 hours a day 7 days a week. Its principal services include:
● Informing positive patients
● Gathering close contact details
● Engaging with close contacts as appropriate
● Engaging with local Public Health departments
Contact Tracing is a critical component in how the country can continue to function in an environment where the COVID-19 virus still exists and future outbreaks are still a possibility.
The Staff Officer will report into the to the Operations Manager, COVID-19 Contact Tracing Centre.
Purpose of the Post:
To support the daily financial and administrative activities of the Contact Tracing Centre in an effective, efficient and timely manner. This will include supporting the National Contact Tracing Operations Lead, COVID-19 Contact Management Programme, the General Manager, COVID-19 Contact Management Programme and the Operation Managers for the Contact Tracing Centre, in the financial and administrative functions of the CTC and to supervise assigned staff as required.
Duties and Responsibilities of the role:
The position of Staff Officer encompasses both supervisory and administrative responsibilities which include the following:
- Ensure the efficient day-to-day administration of the Contact Tracing Centre and establish appropriate mechanisms to support the setting up of the CTC
- Responsible for the administrative management of the CTC budget and ensuring that all invoices are processed in accordance with Prompt Payment Legislation and supported by relevant purchase orders, etc.
- Management of CTC email and follow up as required.
- Contribute to the development of policies and procedures and update local SOPs.
- Support with the scheduling/rostering requirements for contact tracers as required
- Ensure deadlines are met and that service levels are maintained
- Providing reports to management on CTC activity as required
- Ensure an even distribution of workload among team, taking into account absence due to annual leave etc
- Ensure policies and procedures are well documented and understood and adhered to by staff in own section
- Ensure accurate attention to detail in own work and work of team
- Use appropriate technology to ensure work is completed to a high standard
- Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority
- Ensure line management is kept informed of issues
- Ensure that the service is kept informed and that their views are communicated to middle management
- Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service
Human Resources / Supervision of Staff
- Supervise and ensure the well-being of staff within own remit
- Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships
- Deal with under performance in a timely and constructive manner
- Identify training and development needs of staff in own area
- Promote co-operation and working in harmony with other teams and disciplines
- Promote and maintain a customer focused environment by ensuring service-users are treated with dignity and respect
- Seek feedback from service users/customers and implement change to incorporate same, in agreement with line manager
Service Delivery and Improvement
- Embrace change and adapt local work practices accordingly, ensuring team knows how to action changes
- Encourage and support staff through change processes
- Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise
Standards, Policies, Procedures & Legislation
- Maintain own knowledge of relevant HSE 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, etc.
- Pursue continuous professional development in order to develop management expertise and professional knowledge
- Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other 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
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.
Eligibility Criteria: This campaign is confined to staff who are currently seconded on either a full-time or part-time basis to the Contact Tracing Centre, Galway
Eligible applicants will be those who on the closing date for the competition:
a. Be currently seconded/redeployed to the Contact Tracing Centre, Ballybrit, Galway
b. Have at least two years satisfactory experience in a post not lower than 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
Candidates must possess the requisite knowledge and ability, including a high standard of suitability and management ability, for the proper discharge of the office.
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.
Each candidate for and any person holding the office must be of good character.
Other requirements of the role:
The role holder must have access to appropriate transport to fulfil the requirements of the role
Skills, competencies and knowledge:
Professional knowledge and experience
· Excellent MS Office skills to include, Word, Excel and PowerPoint
· Knowledge of the health service and how it works
· Knowledge and experience of using an email system effectively e.g. Outlook, Lotus Notes
· Knowledge and understanding of Human Resource policies and procedures
· Knowledge and understanding of key HSE policies, procedures and regulations as relevant to this role in particular the National Financial Regulations.
· Knowledge of Payment Services including the Accounts Payable function.
· Knowledge of relevant HSE policies, legislation and National Financial Regulations as relevant to the Accounts Payable function.
Communications & Interpersonal Skills:
· Effective communication and interpersonal skills in order to facilitate and work with a wide range of stakeholders
· Strong written communication skills and ability to present information in a clear and concise manner.
· The ability to build and maintain relationships with a variety of stakeholders.
Planning & Managing Resources
· Excellent planning and organisational skills including using computer technology effectively.
· The ability to manage deadlines and effectively handle multiple tasks
· The ability to manage within allocated resources and a capacity to respond to changes in a plan.
Evaluating Information, Problem Solving & Decision Making
· The ability to appropriately analyse and interpret information, develop solutions and contribute to decisions quickly and accurately as appropriate.
· Initiative in the resolution of complex issues.
· The ability to recognise when it is appropriate to refer decisions to a higher level of management.
· A capacity to develop new proposals and recommend decisions on a proactive basis.
· Flexibility, problem solving and initiative skills including the ability to implement change.
· The ability to work both independently and as part of a team
· The capacity for management responsibility and initiative.
· Motivation and an innovative approach to the job within a changing working environment.
Commitment to a Quality Service
· Awareness and appreciation of the service user.
· A commitment to promoting and maintaining high work standards.
· A commitment to providing a professional service to internal and external stakeholders.
Campaign Specific Selection Process
A ranking and or shortlisting exercise may be carried out on the basis of information supplied in your application. 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.
Code of Practice
The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA). The Code
of Practice sets out how the core principles of probity, merit, equity and fairness might be applied on a principle basis. The Code also specifies the responsibilities placed on candidates, facilities for feedback to applicants on matters relating to their application when requested, and outlines procedures in relation to requests for a review of the recruitment and selection process and review in relation to allegations of a breach of the Code of Practice. Additional information on the HSE’s review process is available in the document posted with each vacancy entitled “Code of Practice, Information for Candidates”.
Codes of practice are published by the CPSA and are available on www.hse.ie/eng/staff/jobs in the document posted with each vacancy entitled “Code of Practice, Information for Candidates” or on www.cpsa.ie.
The reform programme outlined for the Health Services may impact on this role and as structures change the job specification may be reviewed.
This job specification 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.
Should this role be of interest to you please apply in with you CV or contact me directly to discuss further.
Applications for the role will close at 5pm on 30th November 2021.