Mental Health Act Administrator

Remuneration

The salary scale(as at 01/01/2024) for the post is:

€49,210 - €50,685,- €52,187 - , €53,721 - €55,264 - €57,064- €58,868

Principal Duties and Responsibilities

The position of Grade V encompasses both managerial and administrative responsibilities which include the following:

Administration

• Responsible for the operational requirements of the Mental Health Act 2001
• Establish, monitor, review and maintain a system for monitoring and reviewing all forms in relation to involuntary admissions.
• Facilitate the sending of statutory forms to the Mental Health Commission and communicate any correspondence from the Mental Health Commission in relation to each involuntary admission to the appropriate persons.
• Liaise and support the Consultant Psychiatrists in compliance with time scales, specified in the legislation in respect of involuntary detentions, reviews, medication, ECT and detention periods

• Liaise with HSE staff in admission units, legal reps and other staff and family members on tribunals and issues relative to tribunals.
• Provide admin support for Line Manager.
• Ensure dissemination of relevant information throughout the Acute Unit and Mental Health Services
• Drafting of reports and responses to enquiries as required
• Maintain effective communication with the Multidisciplinary team in the Approved Centre
• Provide statistics for analysis and audit purposes for the Mental Health Commission, HSE Management or other bodies
• Manage the bureau of Second Opinions and Authorised officers
• Development of efficient systems to support management function.
• Collate activity information and maintain database of management information and Mental Health Act
• Provide support in implementing service developments.
• Provide advice and support to staff regarding information management.
• Keep up to date with Health & Safety Issue’s & Policies
• Ensure the efficient day-to-day administration of area of responsibility
• Ensure deadlines are met and that service levels are maintained
• Ensure policies and procedures are well documented, understood and adhered to
• Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority

Customer Service

• Promote and maintain a customer focused environment by ensuring service users / customers are treated with dignity and respect
• Seek feedback from service users / customers and implement change to incorporate same, in agreement with Line Manager

Human Resources / Supervision of Staff

• Supervise and ensure the wellbeing of staff within own remit
• Ensure an even distribution of workload amongst the team, taking into account absence due to annual leave etc.
• Create and promote a positive working environment among staff members which contributes to maintaining and enhancing effective working relationships
• Promote cooperation and working in harmony with other teams and disciplines
• Deal with under performance in a timely and constructive manner
• Identify training and development needs of staff in own area
• Pursue and promote continuous professional development in order to develop management expertise and professional knowledge

Service Delivery and Improvement

• Ensure accurate attention to detail in own work and work of team

·        Actively participate in innovation and support change and improvement initiatives within the service; adapt local work practices ensuring team knows how to action changes

• Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise
• Encourage and support staff through change processes

 Standards, Policies, Procedures & Legislation

• 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. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, GDPR
• 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 him / her from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

This is a Grade to Grade opportunity.

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.

Other requirements specific to the post

Access to appropriate transport to fulfil the requirements of the role as post may involve occasional travel

Campaign Specific Selection Process

Ranking/Shortlisting / Interview

A ranking and or shortlisting exercise may be carried out on the basis of 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 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 in ‘bands’ depending on the service needs of the organisation.

 

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 that should be followed when making an appointment. These are set out in the CPSA Code of Practice. The Code outlines the standards that should 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.

 

The CPSA Code of Practice can be accessed via https://www.cpsa.ie/.

 

Tenure

The current vacancy available is permanent and whole time.

The post is pensionable. 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 the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

Remuneration

The salary scale(as at 01/01/2024) for the post is:

€49,210 - €50,685,- €52,187 - , €53,721 - €55,264 - €57,064- €58,868 LSI

New appointees 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.

Working Week

The standard working week applying to the post is 35 hours.

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 16th 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

The annual leave associated with the post will be 28 – 30 days.

Superannuation

This is a pensionable position with the HSE. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Members of pre-existing pension schemes who transferred to the HSE on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme which are no less favourable to those which they were entitled to at 31st December 2004

Age

The Public Service Superannuation (Age of Retirement) Act, 2018* set 70 years as the compulsory retirement age for public servants.

* Public Servants not affected by this legislation:

Public servants joining the public service or re-joining the public service with a 26 week break in service, between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age.

Public servants, joining the public service or re-joining the public service after a 26 week break, after 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70.

Probation

Every appointment of a person who is not already a permanent officer of the Health Service Executive or of a Local Authority shall be subject to a probationary period of 12 months as stipulated in the Department of Health Circular No.10/71.

Protection of Children Guidance and Legislation

The welfare and protection of children is the responsibility of all HSE staff. You must be aware of and understand your specific responsibilities under the Children First Act 2015, the Protections for Persons Reporting Child Abuse Act 1998 in accordance with Section 2, Children First National Guidance and other relevant child safeguarding legislation and policies.

Some staff have additional responsibilities such as Line Managers, Designated Officers and Mandated Persons. You should check if you are a Designated Officer and / or a Mandated Person and be familiar with the related roles and legal responsibilities.

For further information, guidance and resources please visit: HSE Children First webpage.

Infection Control

Have a working knowledge of 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.

Health & Safety

It is the responsibility of line managers to ensure that the management of safety, health and welfare is successfully integrated into all activities undertaken within their area of responsibility, so far as is reasonably practicable. Line managers are named and roles and responsibilities detailed in the relevant Site Specific Safety Statement (SSSS).

Key responsibilities include:

•        Developing a SSSS for the department/service[1], as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work.

•        Ensuring that Occupational Safety and Health (OSH) is integrated into day-to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained, and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection.

•        Consulting and communicating with staff and safety representatives on OSH matters.

•        Ensuring a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee.

•        Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with HSE procedures[2].

•        Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate.

•        Reviewing the health and safety performance of the ward/department/service and staff through, respectively, local audit and performance achievement meetings for example.

Note: Detailed roles and responsibilities of Line Managers are outlined in local SSSS.

Ethics in Public Office 1995 and 2001

Positions remunerated at or above the minimum point of the Grade VIII salary scale (€70,373 as at 01.10.2021)

Positions remunerated at or above the minimum point of the Grade VIII salary scale are designated positions under Section 18 of the Ethics in Public Office Act 1995. Any person appointed to a designated position must comply with the requirements of the Ethics in Public Office Acts 1995 and 2001 as outlined below:

A) In accordance with Section 18 of the Ethics in Public Office Act 1995, a person holding such a post is required to prepare and furnish an annual statement of any interests which could materially influence the performance of the official functions of the post. This annual statement of interest should be submitted to the Chief Executive Officer not later than 31st January in the following year.

B) In addition to the annual statement, a person holding such a post is required, whenever they are performing a function as an employee of the HSE and have actual knowledge, or a connected person, has a material interest in a matter to which the function relates, provide at the time a statement of the facts of that interest. A person holding such a post should provide such statement to the Chief Executive Officer. The function in question cannot be performed unless there are compelling reasons to do so and, if this is the case, those compelling reasons must be stated in writing and must be provided to the Chief Executive Officer.

C) A person holding such a post is required under the Ethics in Public Office Acts 1995 and 2001 to act in accordance with any guidelines or advice published or given by the Standards in Public Office Commission. Guidelines for public servants on compliance with the provisions of the Ethics in Public Office Acts 1995 and 2001 are available on the Standards Commission’s website https://www.sipo.ie/.

[1]A template SSSS and guidelines are available on writing your site or service safety statement.

2 Structures and processes for effective incident management and review of incidents.