Administrator Grade Iv – Workforce Planning

Job Specification and Terms & Conditions Job Title & Grade RQ940/RQ941 Administrator Grade IV - Workforce Planning (Specified Purpose Contract)   Closing Date Friday 8 th November 2024 Proposed Interview Date Week of 18 th November 2024 Taking Up Appointment To be confirmed Location of Post Peamount Healthcare Details of Service Peamount Healthcare is an independent voluntary organisation that provides a range of high-quality health and social care services.
We help people return home after a serious illness, we provide safe and homely residential care for those who need it, and we support people to live as independently as possible in the community.
Peamount Healthcare is committed to the following values:          Person centred - seeing each person as unique, giving them a voice and focusing on ability.
         Respect - creating a supportive environment where everyone is given courteous and respectful care and support.
         Excellence - enabling interdisciplinary teams to deliver high quality integrated care, meaningful outcomes with a focus on continuous improvement.
         Team working - fostering an inclusive, healthy working environment where people are valued and recognised for their individual and shared achievements.
         Quality improvement - supporting teams to embed continuous improvement methodology as part of everything we do.
         Education & Research - partnering with academia to support education, learning, research and evidence based care Reporting Relationship Reporting to HR Operation Manager Purpose of Post   Eligibility Criteria Qualifications & Experience (a) Eligible applicants will be those who on the closing date for the competition: (b) 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 (c)  Have obtained a minimum pass (grade C) from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English.
Or (d) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.
Or (e) 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).
(f)   Must have 2 years previous administration experience.
(g) Proficient in Microsoft Office, Excel and Word.
(h) Proficient in typing.
              Skills, Competencies and Knowledge   (a) Highly engaged, proactive and motivated individual.
(b) Approachable and highly professional in manner.
(c)  Excellent organisation skills with high level of attention to detail.
(d) Experience of using data entry systems and ability to quickly learn the organisations systems and processes.
(e) Excellent multitasking skills.
(f)   Excellent interpersonal and communication skills with the ability to exercise good judgement, tact and confidentiality.
(g) Excellent team player and strong ability to work on own initiative.
    Other requirements specific to the post (a) Previous experience working with Softworks would be an advantage but not desirable.
(b) Previous rostering management and time and attendance experience.
(c)  Experience working in a healthcare setting would be an advantage.
(d) Excellent IT skills - Microsoft Outlook, Excel, Word and PowerPoint.
(e) Strong attention to detail.
(f)   Strong communication and interpersonal skills.
Principal Duties & Responsibilities Administration Duties           Full administration of softworks eRostering time and attendance system.
        Ensure the timely and accurate reconciliation of all deviations from all rosters         Update and maintain employee records accurately         Monitor inputs required from each area for the purpose of both time and attendance and eRostering         Ensure that information is accurate in line with company policies and received in a timely manner.
        Administration of other staff processes such as planned and unplanned absences.
        Responding to general softworks queries from employees and managers in a timely manner.
        Involvement in ad hoc HR projects and change initiatives and any other HR related tasks and responsibilities as reasonably required.
        Support the efficiency of HR filling system with involvement on on-going internal activities to ensure completeness.
        Any other reasonable and relevant duties as requested by management, necessary to meet the ongoing needs of the services           Campaign Specific Selection Post Ranking and or short-listing exercise may be carried out on the basis of information supplied in your CV. The criteria for ranking and or short listing 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 depending on the service needs of the organisation.
Code of Practice Peamount will run this campaign in compliance with the Cod 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's 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 Code of Practice.  Codes of practice are published by the CPSA and are available on www.hse/ie/eng/staff/jobs Tenure Full Time Specified Purpose.
A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled. The tenure of these posts will be indicated at "expression of interest' stage.
  Appointment as an employee of Peamount Healthcare is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004.
  Renumeration Renumeration is in accordance with the salary scale approved by the Department of Health: Current salary scale with effect from 1st October 2024: Grade IV Clerical Officer €34,256 (point 1) - €53,304 (LSI)     Working Week   35 Hour week.
The allocation of these hours will be at the discretion of the Department Head and in accordance with the needs of the service.
  HSE Circular 003-2009 "Matching Working Patterns to Service Needs (Extended Working Day/Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016" applies.
Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16 th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager.
Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016 Annual Leave 27 days (pro rata) Probation All employees will be subject to a probationary period as per the probation policy.
This policy applies to all employees irrespective of the type of contract under which they have been employed.
A period of 6 months' probation will be served:      On commencement of employment.
     Fixed term to permanent contract.
Permanent employees commencing in promotional posts will also undertake a probationary period relating to their new post Pension Employees of Peamount Healthcare are required to be members of the Hospitals Superannuation Scheme.
Deductions at the appropriate rate will be made from your salary payment.
If you are being rehired after drawing down a public service pension your attention is drawn to Section 52 of the Public Services Pension (Single and Other Provisions) Act 2012.
The 2012 Act extends the principle of abatement to retired public servants in receipt of a public service pension who secure another public service appointment in any public service body.
  Maternity Maternity leave is granted in accordance with the terms of the Maternity Protection Acts 1994 and 2001.
Sick Leave Peamount Healthcare operates a Sickness Absence Management policy in line with the new Public Service Sick Leave Scheme as introduced in 31 st March 2014.
Pre-Employment Health Assessment Prior to commencing in this role a person will be required to complete a form declaring their health status which is reviewed by the hospital's Occupational Health Service and if required undergo a medical assessment with this department.
Any person employed by Peamount Healthcare 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.
  Validation of Qualifications & Experience  Any credit given to a candidate at interview, in respect of claims to qualifications, training and experience is provisional and is subject to verification.
The recommendation of the interview board is liable to revision if the claimed qualification, training or experience is not proven         References   Peamount Healthcare will seek up to two written references from current and previous employers, educational institutions or any other organisations with which the candidate has been associated.
The hospital also reserves the right to determine the merit, appropriateness and relevance of such references and referees.
  Garda Vetting Peamount Healthcare will carry out Garda vetting on all new employees.
An employee will not take up employment with the hospital until the Garda Vetting process has been completed and the hospital is satisfied that such an appointment does not pose a risk to clients, service users and employees.
Health & Safety These duties must be performed in accordance with the hospital health and safety policy.
In carrying out these duties the employee must ensure that effective safety procedures are in place to comply with the Health, Safety and Welfare at Work Act.
Staff must carry out their duties in a safe and responsible manner in line with the Hospital Policy as set out in the appropriate department's safety statement, which must be read and understood.
    Quality, Risk & Safety Responsibilities   It is the responsibility of all staff to:            Participate and cooperate with legislative and regulatory requirements with regard to Quality, Risk and Safety.
           Participate and cooperate with external agencies on safety initiatives as required.
           Participate and cooperate with internal and external evaluations of hospital structures, services and processes as required, including but not limited to: O National Standards for Safer Better Healthcare.
O National Standards for the Prevention and Control of Healthcare Associated Infections.
O HSE Standards and Recommended Practices for Healthcare Records Management O Safety audits and other audits specified by the HSE or other regulatory authorities.
           To initiate, support and implement quality improvement initiatives in their area which are in keeping with the hospital's continuous quality improvement programme.
  It is the responsibility of all managers to ensure compliance with regulatory requirements for Quality, Safety and Risk within their area/department         Specific Responsibility for Best Practice in Hygiene Hygiene in healthcare is defined as "the practice that serves to keep people and the environment clean and prevent infection.
It involves preserving one's health, preventing the spread of disease and recognizing, evaluating and controlling health hazards."
        It is the responsibility of all staff to ensure compliance with hospital hygiene standards, guidelines and practices.
        Department heads/ managers have overall responsibility for best practice in hygiene in their area.
It is mandatory to complete hand hygiene training every 2-years and sharps awareness workshops yearly Mandatory Training It is employee's responsibility to ensure that all mandatory training is up to date and completed. This includes online education which should be completed on HSEland.
                        Terms & Conditions of Employment HR eRostering / Time & Attendance System Administrator Grade IV Peamount Healthcare, Newcastle, Co. Dublin.