Senior Administrative Officer

Key Working Relationships The Grade VI Senior Administrative Officer, Diabetic RetinaScreen will work closely with: • Programme Managers & Deputies – BowelScreen, Cervical Check and BreastCheck • NSS Management Team • Staff of the Diabetic RetinaScreen Team • Communications, NSS and HSE • Acute Hospitals/Hospital Group CEOs • All Stakeholders • Acute Operations • Primary Care Operations • HSE National functions • Relevant private providers

Purpose of the Post The Senior Administrator is responsible for programme coordination; to encompass. • project coordination, delivery and administration • data management of the programme register. • tracking activity and reporting, as relevant to the role.

You will work as part of The National Diabetic Retinal Screening Programme based in our Central office (Dublin) and be involved in both team and independent working across a variety of projects.

Principal Duties and Responsibilities The position of Grade VI Senior Administrative Officer, Diabetic RetinaScreen encompasses both managerial and administrative responsibilities which include the following: Administration • Support the Co-ordination of and assist in data analysis, collation and monitoring by way of the provision of information pertaining to the programme. • Ensure all data processing activities conducted by the team are to the required quality and are carried out in an efficient manner. • Ensure all data processing activities are carried out correctly by the team by ensuring relevant Standard Operating Procedures (SOPs) are followed and updated as required. • Work with staff within the department and service to ensure a consistent approach to data governance and failsafe processes. • Ensure processes relating to the reporting of non-conformance are fit for purpose and are followed by relevant team members. • Support the management of the population register to include sufficient failsafe processes are in place for the programme. • Support with the Preparation of reports for relevant programme meetings. • Provide administrative support for meetings and attend as required • Support the production of regular statistical reports and any ad-hoc information requests which may arise. • Work in collaboration with the DRS programme manager to develop data analysis projects to improve databases and bring continuous improvement. • Ensure accurate attention to detail and consistent adherence to procedures and SOPs within the Diabetic RetinaScreen Programme. • Support the DRS Programme Manager in the Implementation of service plan and business plan objectives within area of responsibility • Support in the prioritisation, investigation, resolve to help determine root cause of reported issues • Ensure the efficient management and administration of area of responsibility • Ensure deadlines are met and that service levels are maintained • Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority • Ensure line management is kept informed of issues arising • Ensure that stakeholders are kept informed and that their views are communicated to management • Maximise the use technology in ensuring that work is completed to a high standard

Customer Service • Promote and maintain a customer focused environment by ensuring service users / customers and stakeholders 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 • Manage the performance of staff, dealing with underperformance in a timely and constructive manner. • Ensure an even distribution of workload amongst the team, taking into account absence due to annual leave etc. • Supervise and ensure the wellbeing of staff within own remit. • 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. • Conduct regular staff meetings to keep staff informed and to hear views. • Solve problems and ensure decisions are in line with local and national agreements. • Identify and agree training and development needs of team and design plan to meet needs. • Pursue and promote continuous professional development in order to develop management expertise and professional knowledge. • Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.

Service Delivery and Service Improvement • Ensure accurate attention to detail in own work and work of team. • Maintain a good understanding of internal and external factors that can affect service delivery including awareness of local and national issues that impact on own area. • Embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring team knows how to action changes. • Encourage and support staff through change processes. • Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise.

Standards, Policies, Procedures & Legislation • Contribute to the development of policies and procedures and ensure consistent adherence to procedures and current standards within area of responsibility.

• Maintain own knowledge of relevant policies, procedures, guidelines and practices to perform the role effectively and to ensure 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. • 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 and other 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. • 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 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 Irish1. 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 OR (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).

NOTE: 1 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 Certificate Applied Programme does not fulfil the eligibility criteria. 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-ofthe-department-of-health/?referrer=http://www.health.gov.ie/about-us/agencies-healthbodies/

Post Specific Requirements • Demonstrated experience in a role that has involved dealing with senior managers and other key internal and external stakeholders • Demonstrate depth and breadth of experience in management of data sets, data analysis, collation, and monitoring as relevant to the role • Excellent report writing and communication skills with technical ability to present data, professional documents and presentations in a timely and professional manner • Strong working knowledge of data and IT systems – MS Excel, Word, PowerPoint • Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

Other requirements specific to the post Skills, competencies and/or knowledge Professional Knowledge & Experience • Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role • Maximise the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc. • Demonstrated ability to work with health information systems and software. • Experience of collating, cleaning, analysing and storing data and producing summary reports using MS Excel or similar tools to identify trends and forecasts. • Demonstrated ability to maintain very strong data tracking and file management processes • Demonstrate experience working with internal and external stakeholders • Demonstrate the ability to work in line with relevant policies and procedures • Demonstrate commitment to developing own professional knowledge and expertise • Knowledge of the health service including a basic knowledge of current HSE reform • Knowledge of current policy and legislation in relation to GDPR, Data Protection and FOI Acts • Experience in a role that has involved budget management responsibility. • Experience of developing and implementing standards, policies, procedures and guidelines.

Knowledge and experience of compiling, writing and presenting reports • Knowledge and experience of interrogating data and presenting information in a variety of formats e.g. presentations and reports.

Planning and Managing Resources • Demonstrates 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 reorganising 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 / stakeholders • 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 • Adequately identifies, manages and reports on risk within area of responsibility 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 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 for the post is: (as at 01/06/2024) €55,093, €56,407, €58,009, €61,019, €62,819, €65,060, €67,308 LSIs 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.