Transport Admin Assistant

Principal Duties and Responsibilities Communication Skills

• Good Communication skills and ability to deal with people from all disciplines in the health service.
• To communicate effectively with those affected by cancer, chronic illness and bereavement.
• To participate in a motivated team and demonstrate good team player skills.
• To effectively train colleagues for cover during leave
• To update and maintain knowledge of relevant legislation, policies and procedures and to continuously improve skills through appraisal, supervision and training.
• Willing to train and perfect systems in use within the Network.
• Flexibility

General Skills:

• Good working knowledge of Excel, Word, etc
• Good working knowledge of patient databases – Aria, PAS
• Knowledge of the geography of Dublin
• Ability to co-ordinate patients living in the same area travel together and liaise with
• Treatment Unit regarding treatment times.
• Plan the patient transport lists to use the minibus drivers and dedicated taxi drivers as efficiently and economically as possible

Duties

• Duties will be assigned by your direct supervisor/line manager.
• Plan and coordinate transport for patients travelling from home addresses to the three SLRON Treatment Centres
• Arrange transport from The Lodge, St. Luke’s Hospital to Beaumont and St. James’ Treatment Centres
• Ensure patients are listed for their appointment times correctly
• Ensure that all patients are collected for treatment and brought home
• Keep these lists updated and communicate any changes with the drivers.
• Book any additional taxis for journeys that the dedicated taxi drivers and minibus drivers cannot accommodate
• Inform patients that they have been approved/refused for transport and update all necessary information on Aria
• Keep log of patients approved for transport
• Liaise with transport services nationwide to arrange transport for patient weekend leave
• Organising taxi/minibus transfers for patients from the Wards to other hospitals.
• Keep The Lodge and Treatment Centres up to date with collection lists
• Compiling statistics regarding the service on a weekly and monthly basis for the

Transport Committee

• Liaising with Taxi Companies in a professional courteous manner
• Dealing with the public and patients in a professional and courteous manner.
• Providing information as required to the Patient Transport Committee.
• Attend Patient Transport Committee meetings and minute the meetings when required
• Arrange transport for staff members on request
• Arrange the transfer of equipment between the treatment centres upon request.
• Covering the radiotherapy desk during breaks and when needed
• You will be expected to train in various areas within the Patient Services Department to assist with covering leave and adhoc administration duties.
• Regular attendance of Health & Safety courses in the hospital as well as completion
• of on-line educational courses and reading of HSE policies.
• Undertaking of other duties (which may be in other sections of Medical Records) as may be required by the Department

Additional

• To participate in staff development and in service training relevant to the post as may be organised from time to time.
• To participate in committees and other activities within the HSE as my be required from time to time e.g. work on in service committees, project teams.
• To be fully familiar with the terms of the Safety Health and Welfare at Work Act, and all relevant policy documents of the SLRON Network i.e. Employee Handbook, Safety Statement.
• To respect and operate within the framework of the policies and procedures of the HSE
• To ensure all departmental reports, and hospital records are confidential to the service and to maintain confidentiality in respect of matters, which come to your knowledge in the course of your official duties.

The above Job Description is not intended to be a definitive 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 Qualifications and/ or experience Each candidate must possess at the latest date of application: 1. Professional Qualifications, Experience, etc. Each candidate must possess at the latest date of application: a) 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 b) Obtained at least grade D (or pass) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish. Candidates should have obtained at least Grade C on higher papers in three subjects in that examination OR c) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisidiction OR d) 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)

Note1 : 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 Certification Applied Programme does not fulfil the eligibility criteria. AND e) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office. 2. Age Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age. 3. 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. 4. Character Each candidate for and any person holding the office must be of good character

Post specificrequirements The following are also required

• Demonstrate depth and breadth of experience in providing administration support in a hospital setting.
• Good knowledge of geography of Dublin to help coordinate patients living in the same areas to allow travelling together for treatment.
• Ability to work on their own initiative in the event of unplanned emergency transport queries.
• Excellent planning to help coordinate transport lists to use the minibus drivers and dedicated taxi drivers as efficiently and economically as possible.
• Proficient in excel.

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 Tenure

There is currently a full time, permanent vacancy within the Transport section of the Patient services department. These posts are 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 01/10/2024): HSE salary scales €34,256, €36,367, €37,215, €39,356, €41,317, €43,033, €44,694, €46,935, €48,563, €50,202, €51,733, €53,304 LSIs

Working Week

The standard working week applying to the post is to be confirmed at Job Offer stage. 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 is to be confirmed at Job offer stage.

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

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 for Persons Reporting Child Abuse Act 1998 As this post is one of those designated under the Protection for Persons Reporting Child Abuse Act 1998, appointment to this post appoints one as a designated officer in accordance with Section 2 of the Act. You will remain a designated officer for the duration of your appointment to your current post or for the duration of your appointment to such other post as is included in the categories specified in the Ministerial Direction. You will receive full information on your responsibilities under the Act on appointment.