Administrative Officer

Administrative Officer

The successful candidate will provide support to the Chairman in the day to day running of The Foundation and provide support to the Board and Sub Committee.

ADMINISTRATIVE OFFICER

OVERVIEW

The Office of The Meath Foundation is based at Tallaght University Hospital.  The Foundation honours the traditions of the past through the continuous support of world class research, education, quality improvement and arts at Tallaght University Hospital.

The successful candidate will provide support to the Chairman in the day to day running of The Foundation and will provide support to the Board and Sub Committees.

QUALIFICATIONS

Candidates for the position should:

  • Be educated to degree level or have equivalent experience
  • Have at least 5 years’ experience in a relevant organisation
  • Have the ability to communicate effectively and to create, compose and edit written material
  • Have experience in general accounting methods and the ability to gather and analyse financial data and generate reports
  • Have experience in general office procedures and be able to demonstrate organisational and co-ordinating skills
  • Have a high level of proficiency in all Microsoft office applications e.g. Word, Excel, PowerPoint etc. and have experience of Web-sites

Previous Experience:

It is desirable that candidates have a minimum of 3 of the 5 years administrative experience at senior level and have good administrative and financial experience.  Candidates must be able to demonstrate from their previous employment both initiative and ability to deliver on projects.

Personal Attributes:

The successful candidate will have good organisational skills and good communications skills

Health:

The successful candidate must be fully competent and capable of under-taking 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.

Garda vetting:

Garda vetting is sought for all employees given the specialised nature of the services provided in Tallaght University Hospital.  Appointment to this position will be subject to satisfactory Garda vetting.  Candidates are obliged to disclose previous and any criminal convictions acquired during the course of employment with The Foundation. Should The Foundation obtain information from the Garda Vetting Unit to indicate that your Garda clearance report is not satisfactory and/or if you have supplied The Foundation with false or misleading information in relation to your Garda clearance status, The Foundation reserves the right to withdraw or terminate your contract in accordance with its policy.

PARTICULARS OFFICE

  1. Hours of work: 

Hours of work:  20 hours per week worked over 4 days (normally Monday – Thursday).  The hours of attendance are 10 am – 3.30 pm.  The successful candidate will be expected to be flexible in that on occasions the Board/Sub Committee meetings may be outside the office hours of business.

  1. Remuneration:

Salary:  €27,000 per annum paid monthly

  1. Duties:

The successful candidate will provide support to the Chairman in the day to day running of The Foundation and will provide administrative support to the Board and Sub Committees of the Board.

In particular the Administrative Officer will:

    • Assist with the day-to-day administration of The Foundation.
    • Assist in the co-ordination, collection and preparation of financial reports and with our Financial Advisors ensure that the accounting procedures and processes in place are in line with financial requirements.
    • Attend all meetings of The Foundation Board and Sub Committees.  Ensure all secretarial back up e.g. prepare and circulate agenda, take and transcribe minutes and prepare action sheets following meetings and follow-up where necessary.
    • Review, maintain and up-date The Foundation’s web-site as and when required.
    • Deal with all general correspondence on a day-to-day basis.
    • Maintain a register of Governors and arrange for the collection of annual subscriptions.
    • Assist the Company Secretary in arranging the Annual General Meeting of the Members.
    • Assist The Foundation in developing the profile of The Foundation and in strengthening the membership base by promoting and publicising the work of The Foundation.
    • Develop, implement, maintain and up-date general office procedures in line with best practice.
  1. Reporting relationships:

The successful candidate will report to the Chairman of the Board.

  1. Annual Leave:

The Annual Leave entitlement is 14 working days per year.

  1. Sick Leave:

Payment of salary during illness will be a maximum of 2 weeks in any period of 12 months

  1. Probation:

The successful candidate will be appointed initially for a probationary period of six months.  During the probationary period progress or otherwise will be monitored and at the end of the probationary period the service will (a) be certified as satisfactory and confirmed in writing or (b) if not satisfactory, the probationary period may be extended by 3 months.

  1. Termination of Office:

The employment may be terminated at any time by one months’ notice on either side except where circumstances are dictated by the Minimum Notice and Terms of Employment Act 1973/91.  The Board’s right under this paragraph shall not be exercised save in the circumstances where the Board is of the opinion that the holder of the office has failed to perform satisfactorily the duties of the post or has misconducted himself/herself in relation to the post or is otherwise unfit to hold the appointment.

  1. Information Technology & Data:

Make the most effective and efficient use of developments in information technology for administrative support in a manner that integrates well with systems currently in use.

  1. Health & Safety
  • Staff must comply with the Safety, Health and Welfare at Work Act, 2005
  • Comply with relevant Health and Safety responsibilities as outlined in Tallaght University Hospital’s Polices, Protocols and Procedures
  • Take reasonable care to protect your own safety, health and welfare and that of any other person who may be affected by your acts or omissions at work
  1. Hygiene/Infection prevention and control
  • Staff have responsibility for Hygiene awareness.  Hygiene is defined as ‘The practice that serves to keep people and environments clean and prevent infection’
  • Staff also have responsibility under their terms of employment to prevent transmission of infection and to follow Tallaght University Hospital’s infection control policies and guidelines
  • Staff must be aware that they work in an area where there is potential for transmission of infection
  • Staff have a responsibility to follow hand hygiene guidelines as this is the single most important intervention to prevent the transmission of infection
  1. Confidentiality:

You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality.  To this end, you will not discuss workings of The Foundation or Tallaght University Hospital or its patients or disclose any information of a confidential nature except as required to do so in the course of your work.  No records, documents or property of The Foundation and/or the Hospital may be removed from the office without prior authorisation.  You must return to The Foundation upon request and, in any event, upon the termination of your employment, all documents or other property of The Foundation and/or the Hospital which are in your possession or under your control.

NOTE:  The duties contained in this job description must be regarded as an outline of the major areas of accountability at the present time and will be reviewed and assessed on an on-going basis and adaptability is essential in this position.  The incumbent will be required to maintain and enhance their knowledge, skills and aptitudes necessary to respond to a changing situation.

Application Details

Applications, by post only, with CV and handwritten cover letter should be submitted to: 

The Meath Foundation, Tallaght University Hospital, Tallaght, Dublin 24, D24 NR0A  Please mark envelopes REC01/19 

 Closing Date:  before close of business on Monday, 28 January 2019. Informal enquiries:  Mairead Shields, Chairman by email to mairead.shields@tuh.ie

 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.