Grade IV Administrator (Nursing Administration) Part-Time Maternity Co...

at  Peamount Healthcare

ELIGIBILITY CRITERIA QUALIFICATIONS & EXPERIENCE

The successful candidate will be expected to meet the following:
Essential Criteria:
Have been educated to Leaving Certificate Standard
Have excellent secretarial and organisational skills
Have sound knowledge of Excel, Word for Windows and other related applications, an aptitude for computing is essential
Demonstrate an ability to work on own initiative attained
Desirable Criteria:
Knowledge of medical terminology would be an advantage
Experience drafting and managing rosters
Experience working in reception
Customer service

SKILLS, COMPETENCIES AND KNOWLEDGE

Work closely with ADON’s to ensure adequate frontline staff cover across campus
A high degree of flexibility and customer service will be expected as well as strong organisational and administrative skills
Minute taking of senior meetings where required as directed by DON or ADON. Maintain confidentiality regarding the discussions within these meetings.
Prioritise workload in conjunction with ADON/line manager
Ensuring absences records and relevant trends are distributed accordingly to relevant stake holders
The successful candidate will have the ability to multitask in a fast paced and changing environment.

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.

PURPOSE OF POST

The purpose of this post is to provide a comprehensive administrative support to nursing administration with a particular emphasis on communication, record management, minute taking, diary management and systems development. The nursing admin department represents the office of the Director of Nursing.

GENERAL ACCOUNTABILITY

Maintain throughout the Organisation awareness of the primacy of the patient in relation to all organisation activities.
Demonstrate behaviour consistent with the values of the Organisation.
Manage Bookings of Meeting Rooms - online Calendar
Report to Nursing Administration on a day-to-day basis.
Be ultimately accountable to the Director of Nursing.

RECEPTION DUTIES

Receive and process telephone enquiries to relevant staff.
Make ongoing calls as required.
Receive visitors to Nursing Administration and help process their enquiries.
Follow the procedures and processes under the direction of the ADON’s to ensure rosters are effectively covered.
Ensure discretion and confidentiality regarding information obtained through the course of duty

COMPUTER/PRINTER DUTIES

Carry out any other duties related to the ongoing implementation of computer systems.
Use programmes to ensure optimal presentation of all documents.
Demonstrate ability to adapt to various software programmes

GENERAL DUTIES

Demonstrate courtesy and a polite demeanour
Ability to think on feet and review workload on an ongoing basis to establish changing priorities as new information is received
Ensure effective roster management for the site in accordance with the need of the department
Processing information from all departments and ensuring interagency collaboration
Maintain stationary supplies to Nursing Administration
Report repairs required and complete follow up on same.
Receive and sort mail.
Manage Educational and Management calendars.
Maintain HIQA records, notifications etc.
Assisting with policy formatting
Maintain folder of PIN numbers for all staff nurses on site
Audit and cross reference reports and documentation for other departments. For example: salary returns

PRINCIPAL DUTIES & RESPONSIBILITIES

Implementing appropriate and efficient administrative recording and storage systems in relation to staff appointments.
Developing and maintaining accurate and up to date information on the nursing administration system.
Developing and maintaining a comprehensive record keeping and filing system for all relevant files and documentation and ensure file maintenance is carried out as required.
Arranging and attending meetings as required including minute taking and appropriate follow-up on issues to be actioned as required.
Developing and maintaining effective communications systems both internally and externally.
Actively participate in supporting the change management agenda within the Organisation.
Assist in the provision of management reports as requested by the Chief Executive Officer, Director of Nursing, or her Deputy for the Board of Management.
Produce data on bed occupancy as required.
Record Relief, Agency and specials hours and send to Finance on a weekly basis.
Maintain records on absenteeism and arrange for staff return to work interviews with the relevant ADON.

PART -TIME SPECIFIED PURPOSE CONTRACT

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.

SAFETY RESPONSIBILITIES

It is the responsibility of all staff to:
Participate and cooperate with legislative and regulatory requirements with regards 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 organisation 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 organisation’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