Grade V -Personal Assistant - Office of the Chief Operations Officer

Overview

 

Post Title:

Grade V – Personal Assistant – Office of the Chief Operations Officer

Post Status:

Permanent Contract

Department

Operations Office

Location:

Beaumont Hospital, Dublin 9 

Reports to:

Strategy implementation Support Manager – COO Office

Salary:

Appointment will be made on the Grade V scale (€51,206 - €57,503, LSI1 €59,375, LSI2 €61,253) at a point in line with Government pay policy.

Hours of work: 

Full-time,  35 hours per week

Closing Date:

 

12.00 noon – 14th March 2025

 

Please note the hospital reserves the right to close the competition early should a substantial number of applicants be received.

 

 

 

Chief Operations Office

The office of the Chief Operations Officer is a busy and fast paced environment, supporting the daily operations of Beaumont Hospital and supporting initiatives from the Dublin North and North East Region The purpose of this role is to ensure that the Chief Operations Office is supported in any and all administrative duties and projects assigned to that office.

 

Position Summary

The purpose of the role is to ensure that the Chief Operations Officer is supported administratively in the discharge of their duties. Suitable candidates will require superb organisational skills, good problem-solving abilities, a high degree of flexibility, excellent communication skills as well as being an excellent all round administrator.

 

The capacity to deal with multiple concurrent work streams in a confidential and professional manner is a key requirement. The role involves working closely with the Chief Operations Officer and members of the wider hospital operations team including:

• The Patient Flow Department
• Management Information Team
• Major Emergency Planning Team
• Directorate Business Managers
• Strategy Implementation Team
• Cancer Directorate Team

 

There will be a requirement to prepare and circulate correspondence on behalf of the Chief Operations Officer, provide advice and assistance regarding corporate policies and procedures.

This is an exciting opportunity to play a key role in the smooth running of the Hospital’s executive functions and to enhance knowledge and understanding of healthcare and general management.

 

Responsibilities

 

Executive support to Chief Operations Officer will include:

• Provide a full range of secretarial and administration support, in respect of high-priority confidential matters, including:
• Typing emails & correspondence
• Mailbox / Diary Management
• Office Management
• Screening incoming calls and correspondence
• Preparation of Minutes, Actions and supporting Operational Meetings
• Follow up of actions on behalf of the Chief Operations Officer
• Prioritise work and bringing relevant matters to attention to ensure timely follow through
• Acting as a focal point for contact and ensuring welcoming/supportive interface with stakeholders
• Managing Parliamentary Questions and Representations on behalf of the Hospital
• Co-ordinate and track ECC submissions, progress relevant requests to hire, and feedback to team
• Manage planned and unplanned leave records and reporting for staff who report directly to the Chief Operations Officer
• Provide cross cover for the Strategy implementation Support Manager as required

 

Personal development

• In conjunction with line manager agree learning objectives designated to meet development goals to improve service
• Participate in quarterly performance meetings with line manager

Qualifications

Selection Criteria:

 

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.

Applications will be assessed on the basis of how well candidates satisfy these criteria.

 

 

1. Professional Qualifications, Experience, etc

(a) 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 (