Job Description

• The primary responsibility will be to assist in the provision of an effective, consistent and efficient level of administrative support within COVID Response Team, Operations Team, and Directorate Teams. 
• Under general supervision and following approved hospital policies and procedures, provides an efficient, friendly service to internal and external customers.
• This post will also provide a cross-cover service within the COVID-19 Response Team, including the COVID POD, Operations Team and Directorate Support as required depending on service need and line manager requirements.
• Attend and minute meetings as required
• Perform such duties as appropriate to the office as required.
• Filing, scanning, photocopying and all other office duties.
• Be familiar with the appropriate standards in relation to evaluation of infection control data, compliance with hygiene audits and the hospital’s infection control policies and procedures
• Assist Directorates depending on service need and line manager requirements
• Provide assistance to COVID POD including scheduling patients and staff for COVID-19 testing
• Verify and maintain data accuracy on Beaumont Hospital’s COVID-19 infection and vaccination systems.
• Generation of regular inpatient reports and returns to COO office.
• Responsible for implementation of pathways for COVID-19 Vaccination.
• Provide a variety of administrative functions and an efficient and effective clerical service to the COVID-19 Response Team and Operations Team; and Directorate Teams as required.
• Provide training and support for team members as appropriate
• Assist in the Planning, co-ordinating and directing of the daily operations depending on service needs
• Aware of the KPI’s, goals and objectives of the Team and working with Operations Support Manager.
• Encourage good working relationships within the multidisciplinary staff of the COVID-19 Response Team and with other Hospital Departments.
• Provide cover within Team when need arises as directed by Operations Support Manager i.e. annual leave/sick leave etc.
• Identify opportunities for improvement and initiate steps to accomplish same.
• Assist in identification of cost improvements, service developments within the Administrative Support Team.
• Act with discretion and integrity at all times in relation to sensitive data linked to the hospital.

Unscheduled Care COVID-19 Check

• All unscheduled care patients (ED, OPD emergency transfers, day wards, private rooms etc) COVID-19 status check prior to admission.
• All new Emergency Department presentations COVID-19 status check via ED System
• All non-Emergency Department unscheduled care admissions COVID-19 status check

Scheduled Care COVID-19 Check

• All scheduled inpatients and day cases COVID-19 status check
• COVID-19 PCR test scheduling
• Scheduled care list to be updated accordingly and returned to Directorates within a designated time period

COVID-19 Vaccination Clinic

• Ensuring all those eligible for vaccination are scheduled in accordance with local and national policy
• All vaccination records completed on National Vaccination systems and Hospital patient administration system
• Scheduling of return appointments in line with hospital policy and national standards

COVID POD

• Managing Swiftqueue calendar
• Provide a variety of administrative functions
• Manage data requests as instructed by Operations Support Manager

Hours of work:

Full Time 37 hrs per week to provide support for the COVID Response Team from Monday-Sunday. Shifts are a combination of 8am to 8pm, 7am to 7pm, 8pm to 8am, 8pm to 7am, 10am to 10pm, Monday to Sunday and are subject to change depending on service requirements.

Required Knowledge, Skills, and Abilities

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.

• Eligible applicants will be those who on the closing date for the competition:
• 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. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.
• Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction
• 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).
• 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.
• Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
• Knowledge and experience of using an email system effectively e.g. Outlook
• Highly motivated, enthusiastic with skills and experience in the area of healthcare
• General knowledge of the health service and how it works.
• Excellent communication and interpersonal skills including the ability to present information in a clear and concise manner.
• Excellent planning and organisational skills including using computer technology effectively.
• Commitment to providing a quality service and customer service skills.
• Flexibility, problem solving and initiative skills including the ability to adapt to change.
• The ability to work both independently and as part of a team.
• Leadership potential and strong team skills.
• High speed typing certificate (45 WPM)
• Satisfactory relevant experience which encompasses demonstrable equivalent skills
• IT literate