Grade IV Occupational Health - Dublin - ref. o85770215

Overview:

Post Title:

Grade IV Occupational Health

Post Status:

Temporary Specified Purpose Contract

Department

Occupational Health

Location:

Beaumont Hospital, Dublin 9

Reports to:

Grade V Office Manager

Salary:

Appointment will be made on the Grade IV Scale (€35,256 - €51,206, LSI1 €52,768, LSI2 €54,370) at a point in line with Government pay policy

Hours of work:

Full time, 35 hours per week

Closing Date:

5/05/2025 @ 12 noon

Please note the hospital reserves the right to close the competition early should a substantial number of applications be received.

Position Summary:

This role entails a full range of administrative duties supporting the Occupational Health Clinical Team & Grade V Office Manager in the day to day running of the Occupational Health Department (OHD).

Responsibilities:

Administration:

• Provide a full range of secretarial and administrative support, including:

Ø Screening incoming calls and correspondence

Ø Prioritise work and bringing relevant matters to the attention of relevant personnel & ensure timely follow through

Ø Typing emails & correspondence

Ø Diary management

• Pro-active participation into the development of department to ensure that the administrative team deliver work at the highest standards and meet all deadlines.
• Use discretion and maintain confidentiality of all business within the OHD.
• Arrange and schedule appointments/meetings for the occupational health staff/employees/managers etc. Possess good IT skills including typing.
• Update and draft SOP’s pertaining to administrative duties at regular intervals and as the need arises under the guidance of the office manager.
• Deal with clients of the department in a polite, appropriate and confidential manner.
• Perform other duties/tasks appropriate to the post as may be assigned to him/her from time to time by the Occupational Health clinical team or the Grade V Office Manager.
• She/he will be a good team player, with an understanding of the different organisational structures within the hospital.
• Minute taking for various interdepartmental meetings.

Data Management:

• Will become competent in the use of OPAS G2 Occupational Health software system, for scheduling of all appointments, and maintain patient’s electronic file through its interface with Microsoft office/email and scanned correspondence.
• Set up and maintain electronic client files and scan and import correspondence and reports pertaining to that client.
• Responsible for the maintenance of accurate electronic and paper filing systems for the department.
• Participate in audits of data management as required.

Communication:

• Build and maintain relationships with colleagues and other stakeholders including multidisciplinary and administrative teams to achieve results through collaborative working.
• Have excellent communication and interpersonal skills with the ability to interact and network with all levels within and outside the organisation.

Skills & Competencies:

• Pursues work with energy, drive and a strong accomplishment orientation.
• Reacts with appropriate urgency to situations and events that requires a quick response / turnaround.
• Identifies needs & completes on own initiative.

• Maintains a constructive and composed focus in facing and overcoming tough situations.
• In disagreements or confrontations, focuses on the problem rather than the person.
• Is resilient and maintains the highest level of professionalism in stressful circumstances.

• Maintains the highest principles and values and behaves consistently with them.
• Exercises good judgement about who to share information with, when the level of confidentiality is unclear.
• Demonstrate behaviour consistent with the values of the hospital.
• In the course of employment the person will have access to or hear information concerning the medical or personal affairs of staff and/or patients or other health services business. Such records and information are strictly confidential and unless acting on the instructions of an authorised officer, on no account must information be divulged to another party. In addition, records must never be left in such a manner that an unauthorised person can obtain access to them and must be kept in safe custody when no longer required.
• Awareness of the general data protection regulations & how it may impacts their role/work in the occupational health setting.

• Develops and maintains good working relationships with others.
• Is professional and positive in interactions with others and is able to establish rapport quickly.
• Adjusts behaviour and communication to accommodate working styles and perspectives of diverse individuals.
• Treats others with courtesy and respect.
• Initiates contacts and builds good working relationships that last over time.
• Create good departmental working relationships and deal with all persons in an efficient, competent and timely manner.
• The individual will become an experienced member of the OH team with a high degree of knowledge and understanding of the overall workings of the department. She/he will also be aware of how this work fits in with and relates to the wider role of OH within the Hospital.

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.

Mandatory:

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 Act2004.

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

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

1. 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.
2. 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.
3. Character Candidates for and any person holding the office must be of good character.

Desirable:

• Experience working in the healthcare setting /occupational health service.
• Evidence of applying IT knowledge/skills in current role.
• Strong organisational skills.
• Excellent interpersonal skills.
• Verbal & written communication skills.
• Ability to work as part of a team & on one’s own initiative.

Education/Continuous professional development:

• Maintain own professional development and competence.
• Comply with mandatory training requirements as per hospital policy.
• Attend service related meetings as required.
• Attend service related workshops/training as required.

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Enquiries email address)

Name:

Anita Richardson

Title:

Occupational Health Office Manager

Email address:

anitarichardson@beaumont.ie