Access And Integration Manager

TITLE: Access and Integration Manager

REPORTS TO: Director of Support Services (name TBC)

SALARY SCALE: Grade VIII (Point 1 €79,847 to Point 7 €96,305) as of

1stOct 2024

Should you have no prior public sector experience you will be placed on point 1 of the pay-scale

HOLIDAYS: 30 days per annum

HEALTH: A candidate for and any person holding the office must be free from any health-related issue which would render him/her unsuitable to hold the office and be in a state of health as would indicate a reasonable prospect of ability to attend regular and efficient service.

CHARACTER: A candidate for and any person holding the office must be of good character.

HOURS OF WORK: 35 hours per week. Details of starting and finishing times, which may vary in accordance with Service needs, will be notified to you by the Director of Support Services. There will be times when you will be required to work outside of the normal office hours.

WORKING WEEK: Administration hours Monday to Friday.

ETHICAL CODE: The post holder is requested to respect the special charisma, ethos, and tradition of St Michael’s House and to observe and comply with its general policies, procedures, and regulations.

CONFIDENTIALITY: The post holder will have access to various types of records/information in the course of work. Such records and information are strictly confidential and unless acting on the instruction of an authorised person, on no account must information concerning staff, service users or other service business be divulged or discussed except in the performance of normal duty. In addition, records may never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.

Roles and responsibility

The main duties of this role will be to support the Director of Support Services ( Name change TBC) in all areas of the Directorate:

These areas include:

· Project Management

· IT

· Communications

· FOI/GDPR

· Access to SMH (Adult day and residential)

· School leavers

· Adult Clinical Management Team

School leaver process

· Working with the Director of Support Services to design and implement a five-year strategy for school leavers in SMH.

· To design and implement a SMH Standard Operating Procedure in relation to school leavers to include a clear funding pathway.

· Complete the necessary steps required to secure the placement and ensure a smooth transition for the service user, including risk assessments.

· To work closely with the HSE Day Opportunities teams in relation to school leavers and adult day waitlists and to participate fully with nationally agreed standardised referral process.

· Ensure all people referred have access to the service which best meets their individual needs.

· To work in line with the principles of the New Directions Policy at all times, and promote close working relationships between all service delivery agencies/organisations, including external agencies and community organisation

· To promote the development of new opportunities for people with disabilities and innovation in relation to delivery of day services.

· To manage case load effectively and maintain the SMH Day Service Database/NASS and other data management/information systems as required.

· Reviewing and analysing the SMH day service quantum returns.

· Manage the day service waitlists in line with referrals from the HSE.

· Play an active part in the new referrals and discharge committee meetings in line with SMH Admission/Discharge policy for residential and day referrals.

· To demonstrate leadership and team management skills including the ability to work with multi-disciplinary team members.

· Perform other duties as assigned that contribute to the overall effectiveness and success of the organization, consistent with the role's scope and responsibilities

Case Management:

· To support the case managers in their role in relation to SMH adult day and residential waitlists and clinic only lists.

· Manage risk registers for case management including the adult clinic only list of service users and escalate risk where necessary to the DoSS and CMT.

· To support new referrals and residential approvals in SMH.

Project Management

Support the Director of Support Services to :

· Develop and direct project management operations and strategic planning to meet service goals.

· Provide strategic governance for projects by establishing standards, processes, and tools used for effective project delivery.

· Support the strategic management of projects on behalf of DoSS.

· To ensure projects are progressing to plan ensuring that targets set are met i.e. within planned timescales, cost and quality parameters set for each stage and the project as a whole.

· Be strategically responsible for the development and maintenance of the overall project plans with detailed activities including planned completion dates, milestones, quality review processes etc

· Work closely with key stakeholders to ensure full understanding of the project objectives and

desired outcomes are met

Communications

· Supporting the Director of Support Services and Communication Manager with :

· Communications Strategy & Planning, including Annual report deadlines.

· Social marketing and behaviour change campaigns.

· Role out of brand development in SMH.

· To ensure Website development and a range of other websites is a key priority for SMH.

· Ensure the effective implementation of a social media strategy and management of same.

· Collaborate and support Communication Manager on Internal staff communications, publications, reports and health literacy.

· Awareness of Crisis communications & emergency planning, with the DoSS.

Managing teams

Key expectations for managing teams at this level:

General

1. Be flexible and embrace change in a service areas where change is constant and continuous.

2. Participate in professional development and attendance at in-service events, training courses, conferences as deemed appropriate by the Director.

3. Assist in the development, implementation and management of strategic long-term and short-term service plans and objectives as they relate to the role.

4. Implement good employee relations practices and develop open communication processes with teams to ensure that communications are clear and that a collaborative approach to problem solving is in place.

5. Ensure compliance with internal regulations and policies and external legislation in areas relevant to the Directorate

6. To be aware of and address, as appropriate, complaints as outlined in St Michael’s House Complaints Policy.

7. Attend committee meetings as directed by the Director of Services.

Self-Development

· To assume responsibility for his/her own professional development and safe work practice.

· To ensure a safe environment for himself/herself, colleagues, and visitors.

Professional:

· To have an excellent knowledge of St. Michael’s House policies.

· To ensure confidentiality on all matters and information obtained during the course of employment.

Garda Vetting:

St. Michael’s House recognise its responsibilities under the National Vetting Bureau (Children and Vulnerable Persons) Act 2012-2016.This act applies to those employees who provide care for children and vulnerable adults. St Michael’s appointed liaison person will apply for vetting disclosure for new and current employees.

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. This job description will be subject to review in the light of changing circumstances. It is not intended to be exhaustive but should be regarded as providing guidelines within which individuals work

PERSON SPECIFICATION

Factors

Essential

Desirable

Qualifications

· Level 8 Third level Qualification in relevant discipline

Project management

qualification

Experience

· Minimum of 4 years management experience at senior level.

· Have a significant track record of achievement as a leader and senior manager in a large complex organisation. Experience of working in the Disability or Not for Profit sector will be a distinct advantage.

· Experience of managing and working collaboratively with multiple internal and external stakeholders, as relevant to this role.

· Knowledge of government and national HSE policy as it relates to this role.

· Demonstrates leadership and team management skills including the ability to work with multi-disciplinary / multi-agency team

· Experience of managing risk registers and escalating risks where appropriate to relevant stakeholders

· Well-developed IT skills, including proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and the ability to use them effectively to improve performance and communications

· Experience of working to deadlines in a busy office environment with accuracy and attention to detail

· Experience in research and report writing

· Knowledge and experience of project administration

· Well-developed proficiency in graphic design skills (Adobe, Canva, Video Editing)

· Exceptional attention to detail and communications skills

· Experience in handling confidential information; demonstrating high levels of integrity and discretion

· Strong IT skills

· Writing, editing, proofreading, layout and design, professional printing/publishing skills are essential, including ability to present concepts verbally

· Excellent organisational , planning and people management skills

CORE COMPETENCIES

Quality Service

· Adopts a person centered approach and supports service users with empathy, compassion, and respect.

· Demonstrates a commitment to achieving a high standard result.

· Is flexible and adaptable to meet unanticipated demands.

· Complies with organisational policies and procedures at all times.

· Understands, demonstrates, and respects the rights of all service users and families

Planning & Organising

· Demonstrates the ability to plan and deliver the duties of the role in an effective and resourceful manner within a model of person centered care.

· Adopts a systematic approach to planning, organising, and managing workload.

· Able to multitask without losing focus.

· Manages competing and changing priorities effectively.

· Demonstrates a flexible and adaptable approach in a changing environment.

· Deals with issues in a timely manner.

· Demonstrates a high level of attention to detail.

Professionalism

· Approaches all tasks in a confident manner.

· Shows pride in one’s profession.

· Demonstrates honesty and integrity: holds a strong code of ethics.

· Maintains appropriate and professional boundaries.

· Manages personal problems to minimise impact on work or professional relationships.

· Respects confidentiality and discretion in all work-related matters.

· Pays attention to dress code and professional appearance.

· Shows an enthusiastic and committed attitude to one’s work.

· Understands scope of practice.

· Understands the need to apply service and/or professional standards, policies and procedures

· Demonstrates self-belief in own potential and ability.

Continuous Learning & Development

· Shows enthusiasm and motivation for work.

· Willing to use opportunities to improve, learn and develop self.

· Regularly participates in on-the-job learning.

· Stays current in own field of expertise.

· Is open to constructive feedback, acknowledges own limitations.

· Understands role and boundaries of other disciplines.

· Initiates and undertakes mandatory training.

· Takes responsibility to ensure learning and understanding of new ideas and procedures.

· Self-evaluates own performance to continuously improve personal development.

Organisational Knowledge

· Understands the mission and core values of St. Michael’s House

· Is aware of the multiple services provided by St. Michael’s House

· Familiar with professional bodies.

· Is knowledgeable of regulations and where relevant applies practice in accordance with legislation to area of work.

· Has the skill set to access computer systems and ability to learn new IT systems?

· Knowledgeable of professional standards, policies, and procedures relevant to discipline.

· Understands how own scope of practice fits with the organisation.

Innovation & Creative Thinking

· Generates new ideas.

· Shows enthusiasm for trying new ways of doing things.

· Takes a creative approach to work by exploring a range of options and trying new ideas whilst keeping an open mind.

Leadership Potential

· Successfully modifies behaviour to embrace change.

· Energetic and Inspires others through own positive attitude.

· Creates trust by being honest, reliable, and consistent.

· Can be directive without being dictatorial.

· Blends a focus on results with a caring and sensitivity for individuals.

· Demonstrates the ability to be flexible in relation to hours of work and roles and responsibilities.

· Responds positively to new demands and requirements.

Problem Solving & Decision Making

· Makes timely, intuitive decisions to achieve successful outcome.

· Identifies and uses appropriate sources of information when making decisions.

· Supports views with sound logic reasoning.

· Reasons systematically and logically through issues.

· Demonstrates common sense when dealing with everyday issues that arise.

· Knows when to ask for help and guidance from supervisor and/or colleagues

Teamwork

· Contributes consistently and positively to team activities.

· Projects a warm and appropriate professional demeanour at all times.

· Is accepting of diverse values and beliefs.

· Helps others: willing to take on different tasks/roles accordingly to the needs of the team.

· Expresses views and professional opinion at team meetings.

· Knows when and where to consult with other members of the team.

· Is responsive to the needs of other team members: shows empathy.

· Balances listening to others’ ideas with sharing own thoughts.

· Considers how one’s behaviour may impact others.

· Has the knowledge and confidence to identify and personally manage own workplace disagreements locally at an early stage and knows when to seek support of management.

Communication & Interpersonal Skills

· Communicates openly and honestly.

· Shows empathy when handling delicate or sensitive issues.

· Shows patience when dealing with others.

· Considers how one’s behaviour may impact others.

· Clearly and confidently articulates ideas and opinions and their underlying rationale.

· Draws on a variety of communication methods to fit/situation circumstances.

· Open listening: asking clarifying questions and makes eye contact.

· Demonstrates positive body language.

· Knows when to speak, what to talk about, with whom, when, and where.

· Communicates effectively in English language, written and spoken, as appropriate to job requirements.

· Numerate and Literate.

1. Terms and Conditions

· HSE Salary Scale Grade VIII; Point 1: €79,847 – 96,305.

· Please note that new appointees in public sector to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

· 30 days annual leave per annum

2. Selection Process

How to Apply: Rezoomo link https://www.rezoomo.com/job/72350/

Informal enquiries to tara.molloy@smh.ie 087-3456 998

ALL of the below must be received before the application is deemed complete.

1. A comprehensive CV, detailing education, skills, career history, experience.

2. A short cover letter/personal statement (i.e., no more than 2 pages) outlining why you wish to be considered for the post and where you believe your skills, experience and values meet the requirements of the position of HR Recruitment Officer with St. Michael’s House.

Closing Date: 26thNovember 2024

Interviews will be held on the 2nd December due to the urgency of this role. Interviews will be in person.

Selection Process:

The Selection Process may include:-

• Shortlisting of candidates, on the basis of the information contained in their application and assessment of competencies detailed in respect of the role.
• Competency based interview (face to face interview).

Please Note:

· You can expect to receive emails from us at the relevant stages notifying you to check your email for campaign updates.

· We endeavour to give as much notice as possible for interview dates etc. Candidates should make themselves available on the date(s) specified by St. Michael’s House.

References:

It is the policy of St Michael’s House to collect three references from your last three employers and they must be from the Manager you reported to.

Please be assured that we will only collect the details and contact referees should you come under consideration and with your agreement.

Other Information

Confidentiality:

Subject to the provisions of the Freedom of Information Act, 2014 applications will be treated in strict confidence. All enquires, applications and all aspects of the proceedings are treated as strictly confidential and are not disclosed to anyone, outside those directly involved in that aspect of the process. Certain items of information, not specific to any individual, are extracted from computer records for general statistical purposes.

Deeming of candidature to be withdrawn:

Candidates who do not attend for interview when and where required by St. Michael’s House or who do not, when requested, furnish such evidence as is required in regard to any matter relevant to their candidature, will have no further claim to consideration.

GDPR:

When your application form is received, we create a record in your name, which contains much of the personal information you have supplied. This personal record is used solely in processing your candidature and should you be successful certain information you provide will be maintained on file. Such information held is subject to the rights and obligations set out under GDPR. To make a request under GDPR please submit your request in writing to:

The Data Protection Officer, St. Michael’s House, Ballymun Road, Dublin 9.

Candidates should note that canvassing will disqualify.

St. Michael’s House is an Equal Opportunities Employer