Job Specification & Terms and Conditions
Job Title and Grade Grade III Clerical Officer
Principal Duties and Responsibilities
In line with employer policies, procedures and best practice standards the Clerical Officer will:
Administration
• Provide office support, answer queries and provide a reception / telephone service
• Keep themselves appraised of the relevant documentation / procedures as relevant
• Manage data - including maintaining, correcting, collating, interrogating, validating and processing data
• Maintain accurate up to date records filing systems and records (computerised / paper copy)
• Assist in and / or prepare reports as necessary
• Provide required information and support to Service Managers and teams, team members, clients, patients, members of the public etc.
• Action all communications in a timely manner
• Undertake any other administrative support and assignments as directed
• Represent the Contact Management Programme in a positive manner
Service Delivery and Improvement
• Handle sensitive and confidential information as per GDPR guidelines
• Actively participate in innovation and support change and improvement initiatives within the service
• Identify potential problems / inconsistencies in a timely manner and consult with Line Manager as appropriate
Customer Service
• Make phone calls to and take phone calls from members of the public
• Use email as a form of communication when required
• Promote and maintain a customer focused environment
• Ensure that service users are treated with dignity and respect
• Act on feedback from service users / customers and report same to Line Manager
Standards, Policies, Procedures and Legislation
• Maintain own knowledge of relevant employer policies, procedures, guidelines and practices, to perform the role effectively
• 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.
Eligibility Criteria
Qualifications and/ or experience
Candidates must have at the latest date of application: -
1. Professional Qualifications, Experience
(a) Eligible applicants will be those who on the closing date for the competition:
(i) Obtained at least grade D (or pass) in Higher or Ordinary Level in five
subjects from the approved list of subjects in the Department of Education
established Leaving Certificate Examination or Leaving Certificate
Vocational Programme or Leaving Certificate Applied..
Or
(ii) Passed an examination of at least equivalent standard
Or
(iii) Satisfactory relevant experience which encompasses demonstrable
equivalent skills
And
(b) Candidates must possess the requisite knowledge and ability, including a
high standard of suitability and administrative ability), 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.
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
• Maximises the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.
• Demonstrates the ability to work in line with policies and procedures
Planning and Managing Resources
• Demonstrates the ability to plan and organise own workload in an effective and methodical manner
• Delivers within timescales and to a quality standard
• Takes responsibilities for work and sees it through to completion
Commitment to a Quality Service
• Demonstrates a commitment to providing a quality service e.g. pay close and accurate attention to detail in their work
• Demonstrates awareness and appreciation of the service user
• Embraces the change agenda; demonstrates the ability to be flexible and adaptable in a changing work environment
Evaluating Information, Problem Solving & Decision Making
• Demonstrates strong analytical and numeracy skills, including the ability to analyse data to inform decisions
• Thinks through decisions to make sure they are in line with policy and local practice
• Gathers information from enough sources and other people to make well-founded decisions
Team working
• Demonstrates the ability to work on own initiative as well as part of 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 communication skills
• Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect
Should the role be of interest to you please apply in with your current CV.
