Administrative Assistant Grade IV - Arts Office- Tallaght University Hospital


Job details Job type Part-time


Full Job Description

Job Title: Administration Assistant, Grade IV Reference No: 10.025 (2022) Department / Directorate: Arts & Health Department, Nursing Directorate Reports to: Alison Baker Kerrigan, Arts Officer Tallaght University Hospital (TUH) is an exciting and dynamic place to work. The team at the Hospital are in the midst of implementing a new hospital strategy that has already delivered on the opening of a new renal unit, day surgery centre, step down facility in the community and the start of building works on a new ICU extension. It is an exciting time to join the TUH team and one of Ireland’s main teaching hospitals with so many plans to enhance patient care. The Hospital believes in investing in their team and offers excellent education and research opportunities. TUH is one of Ireland’s largest acute teaching hospitals, adult, psychiatric and age-related healthcare on one site. The Hospital has 450 adult beds with over 3,500 people on staff and more than 50 different nationalities represented. The Hospital is a provider of local, regional and national specialties. It is also a national urology centre, the second largest provider of dialysis services in the country, a regional orthopaedic trauma centre and a designated trauma unit. TUH is one of the two main academic teaching hospitals of Trinity College Dublin - specialising in the training and professional development of staff in areas such as medicine nursing, health and social care professionals, emergency medicine and surgery, amongst many others. TUH is part of the Dublin Midlands Hospital Group which serves a population of over 1.2 million across seven counties. TUH Vision and Values The vision of the Hospital is “ People Caring for People to Live Better Lives” through excellent health outcomes supported by evidenced based practice, positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do. Our TUH CARE values – for patients, their families, our community and staff are:

  • Collaborate – together and with our academic and care partners

  • Achieve – our goals, positive outcomes and wellbeing

  • Respect – for patients, each other and our environment

  • Equity – for patients and staff

At TUH we view our staff as our most valuable asset and every member of the Team is valued equally. We recognise that a skilled, satisfied and motivated workforce is a prerequisite to high quality care. A full overview of TUH is available on www.tuh.ie/about us Purpose of the role: The Administration Assistant, Grade IV will be responsible for ensuring the smooth running of the administration support for the arts and health department. Overview of role: Key Duties and Responsibilities The Arts & Health Administrator is a new role, the successful candidate will need to have a flexible approach to the work in response to organisational change, development or Arts and Health events (e.g. some work may occur during unsocial hours from time to time with due notice provided).

  • Provide general administrative support primarily to the Arts Officer and the Arts and Health Department.

  • Maintain efficient general office procedures as appropriate to the post.

  • Be responsible for operational and office administration tasks, file management and archiving data. Deal with email, post and telephone queries relating to the department function in a timely manner.

  • Support in funding applications, reports and presentations as required.

  • Support the Arts Officer, Arts Team in developing new PPPG’s as necessary.

  • Provide assistance with maintaining arts and health accounts, budget administration, record keeping and invoicing for the Arts and Health Programme

  • Support and correspond with the Arts Team on programme scheduling, funding opportunities, CPD days, and artists invoicing.

  • Liaise with Arts Team, TUH staff, the public and outside agencies in a confidential, courteous and professional manner.

  • Book rooms for meetings, workshops and seminars internally and externally.

  • Understand, maintain and promote the importance of the TUH Arts and Health policy regarding audio/visual recordings of arts and health projects, events internal/external to TUH.

  • Maintain Arts Team records including: Garda Vetting, Mandatory training and Insurance requirements applicable to artists contracted to work in TUH.

  • Assist and disseminate in-house advertisement, printed materials, TUH Intranet updates and social media content (guided by the TUH Communications team)

  • Process and facilitate in the collation and presentation of data in relation to research projects and work undertaken by the Department.

  • Carry out any other duties, which may be assigned from time to time.

  • Maintain the ability to work independently or with other members of the Arts Team.

  • Commit to the TUH Strategy and to the mission of the Arts and Health Programme.

Qualifications & Experience required Must have:

  • Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied or vocational programmes) or equivalent

Or

  • Have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher i.e. Fetac Level 5

Or

  • Have satisfactory relevant experience which encompasses demonstrable equivalent skills

And

  • 2 years relevant administration experience

  • Practical experience of use of IT systems / packages such as Microsoft Office

  • Fluent command and understanding of the English language to include spoken and written word

Desirable:

  • Minimum of 1 year administration experience in a Healthcare environment

  • Have a recognised qualification and/or relevant experience with specific focus on an area of Arts, Music or within the field of Arts and Health.

  • Excellent standard of organisational skills

  • Demonstrate a high standard of IT skills using a creative software package such as Publisher, Adobe Suite or similar

  • Demonstrate a keen interest/background/hobby involving creativity in any art form, craft form, musical instrument or singing

Reward & Recognition

  • Remuneration is in accordance with the Department of Health Consolidated Salary Scales, grade code 0558.

  • The appointment is part time, temporary and pensionable,

  • The annual leave entitlement is 27 working days per year pro rata. The leave year runs from 1st April to the 31st of March each year.

  • Normal working hours are 22 worked over 5 days. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement.

Application process Applications can be submitted ‘on-line’ at www.tuh.ie/careers by completing the application form and attaching your CV. Candidates should be aware that, when applying for a post through the 'On-Line' Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application. Should you for any reason, not receive this automated acknowledgement, you should notify the Human Resources Department, before the closing date, otherwise your application will not be considered. All candidates should note that, in order to maintain a timely process, the closing date and time for receipt of applications will be strictly adhered to. Informal Enquiries to: Alison Baker Kerrigan, Arts & Health Department – Telephone (01) 414 2076 or email Alison.baker@tuh.ie Closing Date: Before close of business on: 28/10/2022 TUH Core Competencies: Core Area Competency Level Managing the service Quality & Safety of Service 2 Managing the service Delivery of Results 1 Managing Change Problem Solving & Decision Making 2 Managing Change Communications & Influencing 1 Managing Yourself Team player 1 Managing Yourself Planning and Organising 1 Managing People People Management 1 Managing People Leadership 1 WWW.TUH.IE/CAREERS