Role Profile. Mr. Gary Kavanagh, Directorate Services Manager, MED Directorate, Phone: ,

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1 Role Profile Role Title Purpose of the Role Department/Directorate Reports to Working Relationships Key Direct Reports Grade Grade V Operations Co-ordinator for Day Services, MED Directorate To support an efficient and effective administrative service for the Day services pillar of the MED Directorate Day Services Pillar, MED Directorate Directorate Services Manager Operations Manager and ADON s Grade IV Officers Grade III Clerical Officers Grade V Officer Salary Scale 41,209 49,496 (LSI x 2) Job Reference Number: 39402/17 Enquiries To: Mr. Gary Kavanagh, Directorate Services Manager, MED Directorate, Phone: , gkavanagh@stjames.ie Closing Date: Sunday 14th January 2018 Key Duties and Responsibilities Accountability Co-ordinate the tasks and responsibilities of the Endoscopy and OPD administration staff. Ensure that all administration is efficient, meets the highest quality standards, conforms to best practice protocols and provides patients with the highest standards of care and consideration Manage and coordinate the Endoscopy waiting list according to national guidelines To respond to daily operational issues which may arise in the management of area of responsibility Access/Flow Understand demand and capacity metrics and to ensure services comply with SJH and National target To understand and review performance indicators (KPI s) and measurement targets in conjunction with the Directorate Services Manager (DSM) and the directorate team Support the development and monitoring of action plans in conjunction with the Directorate Services Manager (DSM) to address variation in demand and capacity In conjunction with the Directorate Services Manager (DSM) to support the standardisation of patient flow processes for effective appointment management which includes receipt, triage, appointment scheduling, attendance, non-attendance and follow-up of all appointments Ensure clinic templates are monitored, kept up to date and reviewed as per requirements Conduct waiting list validation exercises as per protocols

2 Support and maintain data collection requirements for service evaluation Quality Assist the Directorate Services Manager and Nurse managers to ensure that all services are organised and delivered to the highest standard possible also ensuring that all services are fully patient centred Support continuous quality improvement working with the directorate team to ensure safety and quality are central to the delivery of all services Address and review complaints and incidents in a timely manner and develop action plans as appropriate. Support the Directorate Services Manager in the development, implementation and use of electronic systems of working as appropriate Audit data quality to minimise errors and develop follow-up and training plans with staff as appropriate Team Management of all administrative staff within area of responsibility, ensuring adherence to hospital policies and best practice standards of work Promote and effect a responsible and accountable culture amongst staff Ensure that all mandatory training is undertaken and promote and facilitate staff training and development as required Ensure that all administration staff are properly trained in IT functions/programmes, ensuring that staff adhere to agreed practices and protocols Ensure efficient organisation of staff duties to ensure adequate cover in all areas to cover leave, training and absences Responsible for management and oversight of electronic CORE HR Resources and planning Responsible for raising orders and requisitions on SAP, cognisant of funding approval requirements Receipt and reconciliation of invoices and purchase orders raised, as required Responsible for oversight of stock management, in particular stationary management, making suggestions and proposals to the DSM on how best to improve efficiencies and minimise wastage Oversight of income generation processes within area of responsibility in particular related to day service charges and ensuring standardised processes are in place regarding collection of insurance details and relevant billing detail Other duties* Communicate and liaise effectively with the Directorate Services Manager/Operations Manager, as required Perform other duties as may be assigned by the Directorate Services Manager / Operations Manager as required Act as a member of relevant committees or working groups as may be required Cross cover for other Grade V s within the Directorate as required

3 * The above Role Profile 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. This Role Profile will be subject to review in the light of changing circumstances. Academic/Professional Qualifications and/or relevant Experience Required: Have not less than two years satisfactory experience in an administrative capacity within the Public Sector / Hospital / Health Care or other environment relevant to the role. And Possess sufficient administrative capacity to discharge the functions of the grade. Desirable: Relevant 3rd Level Qualification Supervisory / staff management experience Experience of meeting & achieving KPI s in a pressurised environment Experience of managing access and flow processes Technical/Clinical Competencies Required: Proficient in IT Skills (Windows, Word, Excel, Powerpoint) Desirable: Proficient in PAS and EPR Working knowledge of relevant hospital systems SJH Behavioural Competencies Competency Required Level Required Problem Solving & Decision Making People Management 2 Leadership Potential 2 The following Descriptors are a further clarification of the behaviours required. Candidates should use these descriptors as a guide when assessing their suitability for this role and also when preparing an example of where they have demonstrated this competency in the past for inclusion in the required Application Form. 2 Able to recognise early warning signs of potential problems and takes pre-emptive action Able to act quickly to address urgent matters Is open and approachable Proactively develops and nurtures workplace relationships Provides on-going support and honest and constructive feedback Coaches, both formally and informally, to develop the skills and abilities of team members Encourages input from all team members Motivates and encourages others to achieve goals Understands importance of getting buy-in

4 from others when making decisions Embraces organisational change initiatives, establishing structure/roles to support it Shows strong initiative: can work outside of standard protocol when necessary Able to bring new ideas / initiative to fruition Quality of Service 2 Understands the role of multi-disciplinary teams for patient care/customer service Is a self-starter who shows initiative, assumes responsibility for results Utilises research and evidenced based practices when providing results Shows resourcefulness, flexibility and initiative in difficult situations Has patience and perseverance to see things through Planning and Organisation 2 Manages competing and changing priorities Consistently plans ahead to meet important deadlines Can multi-task, without losing focus Discerns most important objectives when prioritising Competency Desirable Level Required Appropriate Descriptors Continuous Learning & Development 2 Is self-directed in terms of learning and professional development Accepts responsibility and accountability for identified goals Seeks to expand duties and responsibilities, works outside personal comfort zone Uses initiative and changes processes when necessary Proficiency in the English language A level of proficiency in the English language, written and spoken, is a requirement of all roles within St. James s Hospital. You will be required to self-assess your proficiency level in the Standard Application Form. In addition, your proficiency in spoken English will be assessed during the interview process appropriate to the role available. Particulars of Office 1. The appointment to this post will be Whole-Time, Permanent & Pensionable. 2. Annual Leave allowance is 30 days per annum. 3. The person appointed must not give less than one month s notice, in writing, of intention to resign. 4. Normal working hours will be 37 hours per week. 5. You will be required to work the agreed roster / on call arrangements advised to you by your line manager. Your contracted hours of work are liable to change between the hours of 8.00am - 8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement.

5 General Conditions 1. The Hospital Board will not be responsible for the loss or theft of personal belongings. 2. Fire orders must be observed and staff must attend fire lectures annually. 3. All accidents within the department must be reported immediately. 4. In accordance with the Safety, Health and Welfare at Work Act 2005, all staff must comply with all safety regulations. 5. St James Hospital is a smoke free Campus. Smoking is not permitted within the Hospital Buildings or on the grounds. Confidentiality In the course of your employment you may have access to or hear information concerning the medical or personal affairs of patients and/or staff, or other health services business. Such records and information are strictly confidential and unless acting on the instructions of an authorised officer, on no account must information concerning staff, patients or other health service business be divulged or discussed except in the performance of normal duty. In addition records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required. 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. Infection Control & Hygiene It is the responsibility of all staff across the hospital to ensure that infection control and hygiene standards are adhered to and maintained at all times. Recruitment Process Approval to Hire (VAF process) Hiring Manager Role Profile Advertising Application Process (Standard Application Form) Shortlisting of Candidates will be based on information provided in Standard Application Form Interview Process All applicants who move to the 2 nd stage of the Selection process (i.e. post interview) will be subject to Reference Checking X 2, Garda Clearance and Occupational Health Screening (Questionnaire). All external successful candidates who take up appointment will be required to attend a 1 week Mandatory Induction Programme.

6 Application Procedure: For External Applicants: The Application Form is available under Management / Admin / ICT section of Careers webpage. Alternatively, please contact the Human Resources Directorate for an application form, Phone: or humanresources@stjames.ie. Please note closing date Sunday 14th January, 2018 for receipt of completed application forms, C.V.s will not be accepted. A panel may be formed from which future vacancies may be filled. St. James s Hospital is an Equal Opportunities Employer