JOB OUTLINE

TITLE:Executive PA / Secretary

GRADE:VI

RESPONSIBLE TO:Master

ROLE SUMMARY:To provide an excellent secretarial, clerical and administrative support to the Master

  1. Provide comprehensive secretarial, clerical and administrative support to the Master
  1. Provide support in the co-ordination of the work of the office functions and the committees for which the Master is responsible
  1. Provide a full professional secretarial and administrative service to the Board of Governors and its sub-committees as required
  1. Take ownership of workload and meet deadlines without close supervision
  1. Ensure all correspondence is transcribed and proof read in an accurate and timely manner
  1. Take and prepare minutes as required at meetings
  1. Develop and maintain a comprehensive record / filing system
  1. Continually develop effective interpersonal and communication processes to ensure the delivery of an effective service
  1. Liaise with internal and external agencies including the HSE, the Department of Health and other hospitals as appropriate
  1. Identify gaps in resources and service provided and opportunities for improvement and initiate steps to accomplish same within area of responsibility
  1. Process general enquiries and ad-hoc requests for information as appropriate
  2. Collect ,compile data or statistics and produce regular and ad-hoc reports as required
  1. Actively contribute to the development of a customer focused service
  1. Participate in continuing education and development activities consistent with the position
  1. Any other duties appropriate to the post as assigned from time to time
  1. Be aware of and implement all Policies, Guidelines in relation to Infection Prevention and Control / Decontamination
  2. Actively contribute, participate and ensure compliance with the key areas identified in the following:
  • Infection prevention and control / decontamination
  • National Quality/Hygiene Schemes

And all audits deemed necessary by the Rotunda Hospital Management Team.

Probationary Period:The successful candidate will be appointed initially for a probationary period of 6 months. This period may be extended as required.

Annual Leave entitlement:30 working days per year (January to December)

Hours of work:37 hours per week, depending on a working schedule decided by the Master

Salary Scale:As per Consolidated Pay Scales

Person Specification
  1. Have proven PA experience
  2. Ideally have worked in a similar role
  3. Proven record of an ability to work on own initiative

Knowledge Skillsand Attributes

  1. Have a minimum typing skill of 40 WPM
  2. Excellent organisation, interpersonal and communication skills
  3. Strong time management skills to ensure services are delivered

Key Working Relationships

Key internal and external stakeholders and including Board of Governors, and other Hospital Committees as required.

Performance Metrics

Key Performance Indicators will be developed for this role and successful candidate will be expected to report on same.

Note:These responsibilities are a guide only and are subject to addition, review and amendment to meet the changing needs of the hospital.

HR DepartmentPage 1 of 2December 2015