Post Title:

Grade VI Out of Hours Services Manager - Emergency Department

Post Status:

Permanent

Department:

Accident & Emergency

Location:

Beaumont Hospital & Affiliated Sites

Reports to:

Emergency Department Business Manager

Salary:

Appointment will be made on Grade VI Scale (€53,347 - €60,828, LSI1 €62,998, LSI2 €65,175) at a point in line with Government pay policy

Hours of work:

Full-Time, 35 hours per week

Please note the working hours will be across evenings, nights, Public Holidays & weekends.

Closing Date:

12 Noon on 25/10/2023

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

Details of Service

The Emergency Department provides consultant lead acute emergency care to adult patients with presentations number in excess of 60,000 patients per year. The out of hours administrative staff provide patient registration, nurse’s station services in the Emergency Department. The main hospital admission and scheduled care registration function is also staff by the group during non-core hours. As part of the role the post holder will be required to engage with multiple stakeholders to ensure the efficient operation of the department’s activities.

The Out of Hours service operates overnight from 17:00hrs to 8:00hrs, Monday-Friday. 24 hours Saturday, Sunday and all Public Holidays throughout the year.

Purpose of the Post

To provide management support within the Out of Hours Service and to supervise assigned staff.

Key Working Relationships

The Out of Hours Services Manager will engage with multiple stakeholders across the hospital as part of the role.

The internal stakeholders in the department are the Emergency Department Business Manager and the Emergency department supervisors for core and out-of-hours services.

The role will also involve liaising with directorate administration teams across the hospital. This includes the Patient Access Services Manager, General Services Manager. Patient flow and access in relation to scheduled care appointments.

Responsibilities

The post holder will be responsible for:

• Planning and implementing the roster for service areas to cover the Out of Hours service for the department.
• Supervising the quality of scheduled and unscheduled care patient registration activity.
• Supervision of staff under remit
• Ensuring service provision is maintained across the service areas to take account for leave and absences.
• Liase with re hours managers to ensure continuity of service.
• Implementing service improvements as and when required.
  
  
  

(Note: this is not intended to be a comprehensive list of duties or responsibilities associated with the role)

Principal Duties & Responsibilities:

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

Administration

• Implement service plan and business plan objectives within area of responsibility.
• 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.
• Provide administrative support for meetings and attend as required.
• 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 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.

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.
• Demonstrate the ability to work in line with relevant policies and procedures.
• Demonstrate commitment to developing own professional knowledge and expertise.
  
  
  

Planning and Managing Resources

• Demonstrate 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 re-organising 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 and an awareness and appreciation of the service user.
• 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.
  
  
  

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.

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.

Mandatory:

• Professional Qualifications, Experience, etc
• Eligible applicants will be those who on the closing date for the competition:
• 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).

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

• Candidates must possess the requisite knowledge and ability, including a high standard of
  
  
  

suitability, for the proper discharge of the office.

Requirement specific to post:

• Experience of hospital administration requirements for unscheduled and scheduled care.
  
  
  

Supplementary information:

The Hospital

www.beaumont.ie

Management Unit:

www.beaumont.ie/hr

Other ( Please specify ):

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)

Name:

Paul Pearson

Title:

Directorate Business Manager, Emergency Department

Email address:

paulpearson@beaumont.ie

Telephone number:

01 797 7551

A short listing exercise may be carried out on the basis of information supplied in your application. The criteria for ranking and or short listing 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. In the event of a high volume of applications additional shortlisting criteria may be utilised.