SOUTH INFIRMARY VICTORIA UNIVERSITY HOSPITAL, CORK Old Blackrock Road, Cork

Transcription

1 SOUTH INFIRMARY VICTORIA UNIVERSITY HOSPITAL, CORK Old Blackrock Road, Ck The South Infirmary Victia University Hospital invites applications f the post of: Section Officer (Grade VI) Personal Assistant to the Chief Executive This document set out the prescribed Particulars and Qualifications of the post, the Job Description and other relevant infmation. The post is open to male and female applicants. 4 copies of a letter of application together with 4 copies of an up-to-date Curriculum Vitae should be submitted to: The Human Resources Manager South Infirmary-Victia University Hospital Old Blackrock Road Ck The latest date f receipt of applications is: 1.00pm, Friday 25 th April 2008

2 SOUTH INFIRMARY VICTORIA UNIVERSITY HOSPITAL, CORK Old Blackrock Road, Ck TITLE/GRADE OF THE POST The title and grade of the post is Section Officer (Grade VI) Personal Assistant to the Chief Executive. REPORTS TO The post holder will rept to the Chief Executive Officer other designated officer. EXPERIENCE/QUALIFICATIONS A candidate must have, on the latest date f receiving completed applications f the post: (i) (ii) (iii) (iv) (v) At least 2 years experience of wking in a high level administrative role as a personal assistant in a similar role, indicating the candidate s ability to efficiently discharge the functions of the post Good IT skills including wking knowledge of MSOffice and efficiency in Audio Typing Excellent interpersonal and ganisational skills with proven ability to wk in a team environment as well as on own initiative A high capacity f responsibility and be able to wk under pressure A good educational standard Desirable: (i) Healthcare experience (ii) A recognised secretarial qualification to include shthand (iii) A relevant Third level qualification Note: If being processed f appointment, iginal documentation will be sought f: (ii) All qualification requirements f the post. (iii) Any additional qualification(s) that you may be awarded marks f at interview. In the event that a number of years experience is required f a post, you will be requested to: (i) Provide documentary evidence that you possess same. Character A candidate f and any person holding the office must be of good character. Health A candidate f and any person holding the post must be fully competent and capable of undertaking the duties attached to the post and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. F the purpose of satisfying the requirements as to health, the successful candidate, befe being appointed, shall undergo such medical examinations (which may include x-ray and / other special tests) as the Chief Executive considers necessary. The Medical Examination will be provided by the Hospital. 2

3 MAIN PURPOSE OF THE POST The postholder is responsible f the provision of administrative and secretarial suppt to the Chief Executive and to act as a first point of contact in the Office of the Chief Executive. MAIN DUTIES /RESPONSIBILITIES Act as Personal Assistant to the Chief Executive and as such be responsible f a wide range of imptant matters on a daily basis using personal discretion. In general, manage and control all crespondence to and from the Chief Executive. Personally deal with a complex range of crespondence and communications delegated by the Chief Executive, which includes the transcription of minutes, repts and letters and on issues relating to the day to day running of the hospital. Ensure that the preparation of crespondence to the various Committees and sub-committees of the Board of Directs from both within and outside the parameters of the hospital are issued on a timely basis to the relevant members of the Committees. The ganisation and convening of meetings of many Committees and sub-committees by letter telephone on a daily basis as instructed by the Chief Executive. Keep a recd of appointments made by on behalf of the Chief Executive and to attend meetings functions on a daily basis. Ensure that refreshments/catering requirements are arranged when requested, and are appropriate f the various meetings which require catering facilities. Organise all room bookings f the Conference Centre and other facilities, as relevant. Make and take telephone calls in respect of a wide range of topics f the Chief Executive from a large variety of ganisations /individuals, including the Department of Health and Children and the Health Service Executive as well as a very complex range of calls from within and outside the hospital. Responsible f the circulation of documentation received from the Department of Health and Children, the Health Service Executive and other Agencies, to the Board of Directs and Consultants and other staff as appropriate, as requested by the Chief Executive. Issue letters and internal memanda prepared by the Chief Executive to Department Heads, Consultant Staff and all other staff members. Manage all persons calling to the office of the Chief Executive f appointments, messages etc. Attend and take minutes at Board of Directs meetings. Circulate agendas and relevant crespondence f Board meetings. Ensure that all returns are made to the Companies Registration Office. Receive and manage all donations received by the Hospital. Co-dinate fundraising f annual Ladies Mini Marathon, Ck City Marathon and other fund-raising events and set up photo-calls f fundraisers, when required. Order all stationery and other requisites required in the office of the Chief Executive. Supply hospital-headed notepaper and compliment slips to all Hospital departments. Full range of general routine and non-routine office duties. Ensure that all crespondence and activity in the Chief Executive s office is treated with complete confidentiality. Ensure that no comments are made to the Press repters other bodies in respect of activities within the hospital, outside of existing policy, where such publicity is contra-indicated. Ensure that clear, speedy and good communications operate between the office of the Chief Executive and all departments within the hospital and, where relevant, between the said office and other agencies. On a daily basis, be on the alert f items which require attention on an immediate on-going basis. Recognise and act quickly in respect of the non-routine items which may be of maj 3

4 imptance if not addressed as they arise. Ensure that all crespondence and activity in the Chief Executive s office is treated with complete confidentiality. Manage annual leave/sick leave and other relevant fms of all staff repting to the Chief Executive. Manage public MRI appointments book. Manage the purchase/repair/upgrade of mobile phones f hospital personnel. Any other such duties as may be assigned by the Chief Executive other designated officer. Flexibility is required in terms of duties and responsibilities as the post and service evolves. 4

5 PARTICULARS OF THE POST 1. Remuneration Salary Scale: 46,512-53,310 per annum 1 st LSI: 55,274 (after 3 years on maximum of scale) 2 nd LSI: 57,251 (after further 3 years) Incremental credit may be granted in respect of recognised experience. Recognisable experience refers to previous service in a similar grade in the Civil Service, Local Authity Service, Health Service and other public service bodies agencies, in Ireland abroad. New employees wishing to claim incremental credit f previous employments must submit details within the first year of their employment, otherwise the Hospital will not be liable f retrospective payments. New employees experiencing difficulty with a previous employer in obtaining any letters/documentation in this regard should notify the Salaries & Wages Department as soon as possible within the first year of employment. Salary payment frequency may be ftnightly monthly and is at the discretion of the Salaries & Wages Department. 2. The post is permanent, whole-time and pensionable. 3. Annual Leave Annual leave and public holidays are granted in accdance with the provisions of the Organisation of Wking Time Act, 1997 and in conjunction with Hospital policy. The annual leave entitlement is 32 days per annum. 4. Wking Hours Monday-Friday: 9.00 am to 5.00 pm (35 hrs/week). Flexibility in consideration of service needs is required. 5. The superannuation terms of new entrant public servants appointed on after 1 April 2004 have been changed. In summary, the Act provides f: The removal of compulsy retirement ages f new entrant public servants and The increase in the minimum age at which pension is payable to 65 years f new entrant public servants. Age restriction shall only apply to a candidate where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date f receiving completed applications f the post occurs. Definition of new entrant A new entrant to the public service is defined as a person who becomes a public servant on after 1 April An individual will not be deemed to be a new entrant if one of the following applies: 5

6 The individual has an employment relationship with a public body as of 31 March Employment relationship includes leave of absence without pay, career break, unpaid sick leave and/ secondment. An individual serving in the public sect who has left service pri to 31 March 2004 and who takes up a new post, either; (a) under the same contract of employment Or (b) no later than 26 weeks following the last day of service pri to 31 March An individual receives a written offer of employment as a public servant pri to 1 April 2004 and takes up the offer after this date. Where on after 1 April 2004, a public servant, who is not a new entrant ceases to serve in a public service body and does so otherwise than f employment in a public service body, then the individual shall, if he/she subsequently applies f an office position within the public service, be treated as a new entrant in respect of such subsequent service, unless the individual takes up appointment; (a) under the same contract of employment Or (b) no later than 26 weeks following the last day of service pri to cessation. The successful applicant will participate in the Voluntary Hospitals Superannuation Scheme and the Spouses & Children s Scheme. Superannuation contributions are liable on pensionable earnings based on the following fmulae: Main Scheme: (i) (Pensionable Earnings-(2*C.O.A.P.))*3.5% (ii) Pensionable Earnings*1.5% Spouses & Children s Scheme: (i) Pensionable Earnings*1.5% (C.O.A.P. = Contributy Old Age Pension). Superannuation contributions to the Schemes are tax deductible at source, i.e. through the payroll. Please contact the Superannuation Section in the Wages & Salaries Department f further infmation. 6. Employers PRSI Exemption Scheme Employees taking up new posts may qualify the employer f exemption from PRSI contributions f the first 2 years of their employment. New posts mean extra/additional full-time to the Hospital (nmal staff replacement positions do not qualify). Full-time in this context means wking at least 4 days a week and a minimum of 20 hours per week. To qualify f the PRSI exemption, the employee must: Have been on the Live Register f at least 13 continuous weeks immediately befe commencing employment. Be under age 23 at the date of recruitment and taking up full-time employment f the first time. (Previous periods of employment while the employee was engaged in full-time education and employment which was insurable at PRSI Class J will not be counted). Be in receipt of One-Parent Family Payment from the Department of Social, Community and Family Affairs. 6

7 Have taken part in a training course an employment scheme with FÁS, CERT Teagasc f at least 13 weeks immediately pri to recruitment. Be registered with the National Disability Authity (NDA). Other Job Creation Schemes: FÁS Jobstart: The Employers PRSI Exemption Scheme can be availed of f one year only (following the cessation of the Jobstart subsidy). Revenue Job Assist: The Employers PRSI Exemption Scheme can be availed of concurrently with the Job Assist Tax Allowance Scheme if the option of claiming a double PRSI deduction is not taken up. New employees, who meet the above criteria, must complete a Claim fm f Employers PRSI Exemption. Fms are available from the Salaries & Wages Department. 7. Personal Retirement Savings Accounts/PRSA s Employees who do not qualify to participate in the Voluntary Hospitals Superannuation/Occupational Pension Schemes, are offered entry into a Personal Retirement Savings Account (PRSA), by the following providers: Mr. Ivan Ahern, PRSA Cnmarket Group Financial Services Ltd Christchurch Square Dublin 8 Tel: Mr. Eoin Griffin, PRSA March Financial Services Ltd 12 South Mall Ck Tel: The Hospital commits to deduct contributions from the employee s salary and remit them to the chosen PRSA provider within 21 days of the end of each month in which the contributions were deducted from salary. It should be noted that once a tempary employee qualifies to participate in one of the Voluntary Hospitals Superannuation/Occupational Pension Schemes, they may no longer contribute to a PRSA. In this event, options are available to the employee and will be explained by the PRSA provider. 8. Probation The appointment shall be made subject to the conditions that: The person appointed shall hold the appointment f a probationary period of 12 months which the South Infirmary-Victia University Hospital may at its discretion extend in exceptional circumstances, in which case the specific reasons f the extension shall be made known in writing to the person appointed. Perfmance and conduct of the person appointed will be monited on an on-going basis within the probationary period, with quarterly written reviews, to determine suitability f continued employment. Termination of the appointment within at the end of the probationary period will be at the sole discretion of the South Infirmary-Victia University Hospital. At the end of the probationary period, the South Infirmary-Victia University Hospital shall either: (a) certify, with stated specific reasons, that the Service has not been satisfacty in which case the person appointed will cease to hold the appointment (b) certify that the Service has been satisfacty and confirm the appointment on a permanent basis. 7

8 9. Notice When resigning, the post holder is required to give one month s notice in writing previous to resigning the post, in default, to ffeit one month s amount of salary, to be deducted as liquidated damages from any remuneration due at the time of such resignation. 10. VHI/Quinn Health-care Scheme A group scheme operates f members of staff who wish to participate in the VHI Quinn Health-care Health Schemes. 11. Confidentiality In the course of his/her employment, the person appointed may have access to, hear infmation concerning the medical personal affairs of patients and/ staff, other health service business. Such recds and infmation are strictly confidential and unless acting on the instructions of an authised officer, on no account must infmation concerning staff, patients other health service business be divulged discussed except in the perfmance of nmal duty. In addition, recds must never be left in such a manner that unauthised persons can obtain access to them and must be kept in safe custody / destroyed in accdance with policy, when no longer required. 12. Safety, Health and Welfare at Wk The South Infirmary-Victia University Hospital is committed to ensuring the safety, health and welfare of all employees. In line with the Safety, Health and Welfare at Wk Act, 2005, a Safety Statement is provided by the Hospital and all staff must comply with Hospital safety regulations. The post holder has personal responsibility f Health and Safety in the wkplace. 13. Hospital Policies and Procedures The post holder is obliged to adhere to Hospital policies and procedures at all times. Details of the Hospital s policies and procedures, including the Grievance and Disciplinary Procedure and Sick Leave Policy, will be issued to the post holder upon commencement of employment. 14. Garda Clearance Garda Clearance is sought f all South Infirmary-Victia University Hospital employees, who may have significant interaction with children and/ vulnerable adults in the course of their duties, either while in the Hospital in the community. This is done f the protection of these vulnerable groups. Depending on the nature of this post, Garda Clearance may be sought f the successful candidate(s). In this instance, candidates shtlisted f interview are required to complete a Garda Clearance Enquiry Fm, and to comply fully with this process. Failure to comply with this process to provide false misleading infmation will result in exclusion from the recruitment process. All prospective employees are required to complete and sign a Self-Declaration Fm, and bring this completed fm when they attend f interview. This document sets out the prescribed Particulars and Qualifications of the post, the Job Description and other relevant infmation and is subject to review and amendment. JD Section Officer (Grade VI) PA to the Chief Executive- April 08 8