Grade VI Senior Executive Assistant

Purpose of the Post

This post holder will be responsible for:

· Providing organisation and supervision of all administrative activities that facilitate the efficient functioning of the office of the General Manager/Deputy. This includes the provision and coordination of secretarial and operational support to the General Manager/Deputy.

· Co-ordinating and managing the preparation of documentation in respect of meetings arranged for and those attended by the General Manager/Deputy.

· Aiding the Executive Manager Team in ensuring that the General Manager/Deputy is furnished with all required papers (including concise summaries of key information and up-to-date data) and that they are fully and accurately briefed well in advance of any required attendances.

· Managing the General Manager email and calendar and ensuring that all agendas are in place and the National Director of Procurement understands all upcoming meetings.

Principal Duties & Responsibilities

The role of Executive Assistant (Grade VI) can be broken into the following principal areas of responsibility:

Executive and Strategic Support

· Provide comprehensive executive support to the Office of the General Manager in the operational and strategic management of the hospital.

· Act as a key liaison between the General Manager's Office and wider hospital management teams, HSE Dublin South East, and other external stakeholders.

· Support the office of the General Manager in the delivery of hospital priorities, strategic objectives and service improvement initiatives.

· Prepare briefings, reports, presentations and correspondence on behalf of the office of the General Manager.

· Research, analyse and summarise information to support decision-making and strategic planning.

· Ensure the General Manager/Operations Deputy Manager is appropriately briefed and prepared for meetings, presentations and engagements.

· Coordinate responses to requests from Regional Executive Officers, HSE Dublin and South East, the Department of Health, elected representatives, patient representatives and other stakeholders.

· Manage competing priorities and respond effectively to urgent operational issues.

· Ensure confidentiality and discretion in all aspects of the role.

· Undertake other duties appropriate to the grade as assigned by the General Manager.

· Lead out on specific projects as assigned

Governance and Corporate Administration

· Coordinate governance and management meetings on behalf of the office of the General Manager.

· Prepare agendas, maintain action logs and ensure follow-up of agreed actions.

· Support the preparation of reports for Executive Management Committee Meetings, Integrated Healthcare Area Meetings, and other committees as required.

· Ensure accurate recording and maintenance of decisions and actions.

· Operation and management of the General Manager email account, including responsibility for ensuring responses to correspondence are prepared within suitable timeframes and available to the General Manager/Deputy by liaising directly with relevant members of the Executive Management Team or others.

· Review all emails before highlighting most important ones to the General Manager/Deputy

· Dealing appropriately and efficiently with communications, queries, callers or visitors to the office of the General Manager, and provision of all administrative support required by the General Manager/Deputy.

· Responsibility of the management of the General Manager calendar, ensuring agendas and paperwork are attached to all meeting invites in a timely manner.

· Complete tasks/actions delegated by the General Manager and the Operations/Deputy General Manager.

· Management and associated filing / storage of documentation –email archives, personnel and other filing systems (shared folders) – from receipt in the office to transmission to other parts of the HSE or external stakeholders.

· Provision of cover to colleagues during periods of leave or absence.

· Point of contact for the General Manager/Deputy direct reports.

· Maintain an effective record management system in accordance with HSE policies, GDPR, Freedom of Information requirements and records retention standards.

· Support compliance with relevant statutory, regulatory and corporate governance requirements.

· Keeping the General Manager/Deputy fully apprised of all daily events requiring his attention or awareness.

· Represent the General Manager's Office at meetings and working groups as required.

· Ensure all communications are managed professionally, confidentially and in a timely manner.

Performance Management and Reporting

· Assist in the monitoring and reporting of hospital performance against national, regional and local Key Performance Indicators (KPIs).

· Coordinate the collection, validation and presentation of operational and performance data.

· Develop and maintain performance tracking tools and dashboards as required.

· Support the preparation of performance reports for internal and external stakeholders.

· Monitor progress against action plans and escalate risks or delays where appropriate.

· Support the General Manager in identifying opportunities for service improvement and operational efficiencies.

Service Planning and Improvement

· Support service planning, operational development and organisational change initiatives.

· Coordinate projects and workstreams assigned by the General Manager.

· Assist in the development of business cases, service proposals and implementation plans.

· Contribute to the delivery of quality improvement initiatives.

· Support the implementation of national and regional programmes within the hospital.

· Promote a culture of continuous improvement and innovation.

Finance:

· Process invoices on SAP in compliance with the National Financial Regulations and Prompt Payment Act.

Human Resources

· Approve annual leave, travel and subsistence, run reports on SAP for the General Manager/Deputy direct reports and staff in Office.

· Engage in the HSE performance achievement process in conjunction with your Line Manager as appropriate.

· Promote good working practices and uniformity of standards

· Participate in the development of staff including training and continual assessment.

· Work with HR & Procurement specialists to ensure adherence to the legislative framework & internal HSE policies and procedures.

Information / Communications

· Development and maintenance of good working relationships with the members of the Senior management Team, Consultants, Nursing leadership team and other key internal and external stakeholders.

· Develop efficient and effective internal and external communication with other directorates, relevant bodies and the general public.

· Co-ordinate the implementation of decisions of senior management.

Change Management:

· Promote and participate in the implementation of change.

· Proactively identify inequities / inefficiencies in service administration and implement solutions to improve service delivery.

· Encourage and support staff through change process.

General

· 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. National Financial Regulations, Health and Safety Legislation, Employment Legislation, FOI Acts etc.

· Ensure consistent adherence to procedures within area of responsibility.

· Ensure consistent adherence to policy and legislation governing the HSE.

· Adequately identifies, assesses, manages and monitors risk within their 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 them from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

This campaign is confined to staff who are currently employed by 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 as per Workplace Relations Commission agreement -161867.

(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 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

And

(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).

Note1: Candidates must achieve a pass in Ordinary or Higher level papers. 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

(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.

* A list of ‘other statutory health agencies’ can be found:

https://www.gov.ie/en/organisation-information/9c9c03-bodies-under-the-aegis-of-the-department-of-health/?referrer=http://www.health.gov.ie/about-us/agencies-health-bodies/

Post Specific Requirements

· Significant administrative experience working in a busy office environment, to include working collaboratively with multiple internal and external stakeholders, as relevant to this role.

· Experience in managing competing demands and delivering multiple concurrent pieces of work within a required timeframe.

· Experience providing diary management and in professional writing to include dealing with correspondence and email communications, the preparation of documents, reports, drafting of presentation materials, as relevant to the role.

· Proficient in all MS packages including Excel, Word, PowerPoint

Other requirements specific to the post

· A flexible approach to working hours is required in order to ensure deadlines are met.

· Access to appropriate transport to fulfil the requirements of the role

Additional eligibility requirements

Citizenship requirements

Eligible candidates must be:

(i) EEA, Swiss, or British citizens

OR

(ii) Non-European Economic Area citizens with permission to reside and work in the State

Read Appendix 2 of the Additional Campaign Information for further information on accepted Stamps for Non-EEA citizens resident in the State, including those with refugee status.

To qualify candidates must be eligible by the closing date of the campaign.

Skills, competencies and/or knowledge

Professional Knowledge & Experience

Demonstrates:

· Knowledge of the HSE, the broader health service structure, health service reform as set out in Sláintecare and the current key challenges and developments in the Health Service.

· A broad knowledge understanding of the National Finance and Procurement Division.

· Significant experience in the creation of professional documents and presentations

· Significant experience in a role that has involved dealing with senior managers and other key internal and external stakeholders

· Excellent organisational and time management skills to meet objectives within agreed timeframes and achieve quality results.

· Experience of supervising the workload of a busy office

· Excellent writing skills and attention to detail.

· Awareness and appreciation of service users and stakeholders

· Maximise the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, suite of programs.

· Experience in computer coding is desirable but not necessary.

· Commitment to developing own professional knowledge and expertise.

· The ability to work on a self-directed basis.

Planning and Managing Resources

· Demonstrate the ability to effectively plan and manage own workload and that of others in an effective and methodical manner within strict deadlines, ensuring deadlines are met.

· Prioritises effectively to manage multiple projects concurrently, structuring and re-organising own workload and that of others as needed.

· Demonstrates responsibility and accountability for the timely delivery of agreed objectives.

Commitment to a Quality Service

· Practices and promotes a strong focus on delivering high quality customer service for internal and external customers and an awareness and appreciation of the service user.

· Proactively identifies areas for improvement and develops practical solutions for their implementation.

· Embraces and promotes the change agenda, supporting others through change and effectively seeing it through.

· Demonstrate flexibility and initiative during challenging times and an ability to persevere despite setbacks.

Evaluating Information, Problem Solving & Decision Making

· Demonstrate numeracy skills, an ability to analyse and evaluate information, considering a range of critical factors in making effective decisions. Recognises when it is appropriate to refer decisions to a higher level of management.

· Demonstrate initiative in the resolution of complex issues / problem solving and proactively develop new proposals and recommend solutions.

· Ability to make sound decisions with a well-reasoned rationale and to stand by these as appropriate.

Team working

· Demonstrate an ability to work as part of the team in establishing a shared sense of purpose and unity.

· The ability to work with the team to facilitate high performance, developing clear and realistic objectives.

· Demonstrates leadership; creating a team spirit, leading by example, coaching and supporting individuals to facilitate high performance and staff development.

· Demonstrate a commitment to promoting a culture of involvement and consultation within the team, welcoming contributions from others.

Communications & Interpersonal Skills

· Demonstrate excellent communication and interpersonal skills including the ability to present information in a clear, concise and confident manner (verbally and written).

· Demonstrate the ability to influence people and events and the ability to build and maintain relationships with a variety of stakeholders to assist in performing the role.

· Demonstrate commitment to regular two-way communication across functions and levels, ensuring that messages are clearly understood.

Campaign Specific Selection Process

Ranking/Shortlisting /Interview

A ranking and or shortlisting exercise may be carried out based on information supplied in your application form. 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 progressing 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.

Diversity, Equality and Inclusion

The HSE is an equal opportunities employer.

Employees of the HSE bring a range of skills, talents, diverse thinking and experience to the organisation. The HSE believes passionately that employing a diverse workforce is central to its success – we aim to develop the workforce of the HSE so that it reflects the diversity of HSE service users and to strengthen it through accommodating and valuing different perspectives. Ultimately this will result in improved service user and employee experience.

The HSE is committed to creating a positive working environment whereby all employees inclusive of age, civil status, disability, ethnicity and race, family status, gender, membership of the Traveller community, religion and sexual orientation are respected, valued and can reach their full potential. The HSE aims to achieve this through development of an organisational culture where injustice, bias and discrimination are not tolerated.

The HSE welcomes people with diverse backgrounds and offers a range of supports and resources to staff, such as those who require a reasonable accommodation at work because of a disability or long-term health condition.

Read more about the HSE’s commitment to Diversity, Equality and Inclusion

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 CPSA is responsible for establishing the principles to be followed when making an appointment. These are set out in the CPSA Code of Practice. The Code outlines the standards to be adhered to at each stage of the selection process and sets out the review and appeal mechanisms open to candidates should they be unhappy with a selection process.

Read the CPSA Code of Practice.

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.

PLEASE COMPLETE AND UPLOAD THE APPLICATION FORM ATTACHED TO THE JOB ADVERT. PLEASE NOTE CVs WILL NOT BE ACCEPTED FOR THIS POSITION