Administration Support - Clerical Officer

JOB SUMMARY The Clerical Officer will assist and support the Principal Psychology Manager and clinical support team. The staff must act at all times in the best interests of the individual and afford each person respect and dignity. The Muiríosa Foundation is a voluntary organisation and all staff members are required to work in accordance with the Ethos of the organisation as expressed in the Vision, Mission and Core Values. DUTIES AND RESPONSIBILITIES: Core Updates:

• Strong ability to use Core Portal– Rosters, Recording Absence and Leave, Running Reports
• Input information into the core system for the area team, including hours, Time in Lieu calculation of hours for pay.

General:

• To be committed to best practice in relation to effective communication both with external and internal individuals.
• Other duties relevant to the post as determined by management.
• Working within the Ethos and Ethical framework of The Muiríosa Foundation.
• Receive and welcome families/persons attending for appointment advising relevant staff members of their arrival.
• Keep an accurate record of referrals.
• Updating database records and creating reports as requested.
• Coordinate purchase order requisition for clinicians including maintenance or records of orders and completion of annual report, maintain compliance with procurement guidance
• To perform any duties in keeping with the post as may be assigned from time to time by the person in charge of the area assigned to.

IT systems: Using the range of IT systems including Email; MS-Word; MS-Excel; MS-PowerPoint; Docu Sign, Core; Task and any other systems which may be required. To perform any duties in keeping with the post as may be assigned from time to time by the person in charge of the area assigned to

POLICIES AND PROCEDURES: 1. Safeguard the individual against all types of abuse as detailed in the organisation’s policies including: the Muiríosa Foundation Trust in Care Policy and Procedure, Policy & Procedure for Safeguarding Vulnerable Adults and the Child Protection and Welfare policy and procedure or any subsequent policies implemented. 2. Each person has a duty to take care of their own safety and health at work and that of their colleagues and service users. Refer to the Muiríosa Foundation Safety Statement. Be familiar with and adhere to the Fire Regulations in your area. Adhere to Manual Handling Care Plans. 3. Read and fully understand The Muiríosa Foundation Policy Documents and comply with these policies/procedures/guidelines. Be especially aware of the policy documents relating to Regulation 4, Schedule 5 of the Health Act and comply with same. (Available in each area and on the Muiríosa Foundation Intranet). 4. You are required to drive as part of your role and in doing so you must comply with the conditions of Transport Policy and Safety Statement. Report Driving sanctions – penalty points or endorsements on license to the Manager. 5. Report all incidents/accidents as required.

CONFIDENTIALITY: In the course of your employment, you may have access to or hear information concerning the medical affairs or personal affairs of service users and staff members. Such information must not be divulged or discussed, except in the performance of normal duty. In addition, records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe-keeping when no longer required. A breach of confidentiality is a serious conduct offence, and may lead to disciplinary action, up to and including dismissal. The Records Management/Record Retention Policy of the organization provides guidance on retention of records and the Privacy Statement of the Muiríosa Foundation is available on the Muiríosa Foundation Website and the internal Policies and Procedures section of the Muiríosa Foundation Intranet.

Care of Equipment and Organisation Vehicles: 1. Plan for the conservation and economical use of all equipment, light, heat and other materials. 2. Request repairs and servicing for all faulty or broken equipment or vehicles. 3. Request new equipment from the Local / Line manager when necessary. 4. Comply with the Transport policy of the Muiríosa Foundation including checking of the vehicles before commencement of each journey and reporting damage or concerns.

LIMITS OF AUTHORITY Approval must be sought prior to any communication to outside bodies on behalf of the Muiríosa Foundation:

• Government Departments
• Health Service Executive.
• Media/Electronic/Paper
• Any other group not directly involved in the day to day management of area assigned to.

STANDARDS OF PERFORMANCE The Muiríosa Foundation has established standards of performance encompassing conduct in the workplace, competence to carry out the role for which a staff member is employed and capability to attend work. Failure to meet required standards may lead to disciplinary action, up to and including dismissal. 1. Competence to carry out the role is essential and the standard of performance to carry out the role is monitored and reviewed. 2. Regular attendance is required to fulfil the role. The standard of performance is measured on how punctuality and good attendance is maintained. 3. Good working relationships with Service users and work colleagues must be maintained and Trust in Care, Staff Code of Conduct, Communication Code and Dignity at Work policy adhered to. 4. Adherence to satisfactory standards of professional conduct.

This Job Description will be reviewed in the light of changing circumstances to include any other duties and responsibilities as determined by Management. Education and Qualifications

• Recognised relevant third level or post leaving certificate qualification

Work Experience

• Satisfactory extensive administration experience in an office environment
• Experience of effectively communicating with management
• Not less than three years’ previous experience in a similar post (preferably of a kind that would help contribute in a very meaningful way to the post in question) at a grade not less than a clerical officer, or equivalent (Desirable)

Knowledge and skills

• Excellent administration/organisational skills with the ability to set up systems and maintain them
• Strong ability to use Core Portal – Rosters, Recording Absence and Leave, Running Reports
• Strong problem solving and evaluation skills
• Excellent interpersonal skills and the ability to work effectively as part of a team
• A high level of initiative, good judgement and flexibility
• Strong writing skills and the ability to meet deadlines
• Good numeric and IT skills, including good knowledge of Word, Excel, PowerPoint, Microsoft Teams.
• The ability to work on a varied range of projects
• Ability to prepare and present well laid out documents, including presentations to management and other committee meetings
• To perform any duties in keeping with the post as may be assigned from time to time by the person in charge of the area assigned to.

Attributes

Effective Time Management

• Ability to prioritise tasks/objectives
• Maintains a calm and controlled style across all situations
• Excellent interpersonal and communication skills – written and verbal
• Strong organisational and accuracy skills
• Excellent attention to detail
• Extremely comfortable using IT systems
• Ensures confidentiality is maintained
• Ability to exercise initiative.

Other factors

• Flexibility required in the role
• Willing to undertake education and training as may be required for the role
• Will be required to attend at various locations, and therefore must have access to transport