Grade IV Clerical

Noel Group Healthcare is currently recruiting a professional, proactive and highly organised Grade IV Clerical Administrator to join a busy hospital team in Dublin 18 on an ongoing basis.

Principal Duties and Responsibilities

The position of Grade IV encompasses both managerial and administrative responsibilities, which include the following:

Administration

* Provide comprehensive administrative support to the Programme Management Office (PMO), Programme Managers, Workstream Leads and Project Teams across the Finance Reform and IFMS Programme.

* Support the efficient day-to-day operation of the PMO, ensuring programme documentation, records and correspondence are maintained in accordance with agreed standards and governance requirements.

* Prepare, format, quality assure and distribute programme documentation including reports, presentations, briefing papers, governance papers, meeting packs and correspondence.

* Maintain programme repositories, document libraries and filing systems, ensuring accurate version control, document traceability and audit readiness.

* Assist in the maintenance of programme tools, trackers and registers including action logs, decision logs, programme schedules and other project management artefacts.

* Coordinate the collection, collation and validation of information required for programme reporting and governance purposes.

* Monitor key deadlines and action items, following up with stakeholders to ensure timely completion and escalation of issues where required.

* Support procurement and financial administration activities including the processing and tracking of purchase requisitions, purchase orders and invoices in compliance with HSE National Financial Regulations.

* Organise meetings, workshops, programme events and stakeholder engagements, including scheduling, venue coordination, preparation of agendas and circulation of associated documentation.

* Record accurate minutes, actions and decisions arising from meetings and ensure their timely distribution and follow-up.

Programme Governance and Reporting

* Support the operation of programme governance structures through the preparation and coordination of governance papers, reports and meeting documentation.

* Assist with the maintenance of programme controls including Risk, Assumption, Issue and Dependency (RAID) logs and action tracking mechanisms.

* Support the production of regular programme status reports, dashboards and performance updates for senior management and governance forums.

* Assist with monitoring progress against programme milestones and deliverables, identifying any variances or emerging risks for escalation.

* Support the implementation of project and programme management methodologies, templates and standards across the Finance Reform and IFMS Programme.

Customer Service and Stakeholder Management

* Promote and maintain a professional, responsive and customer-focused service for internal and external stakeholders.

* Act as a key point of contact for routine programme-related enquiries and ensure queries are responded to in a timely and professional manner.

* Build and maintain effective working relationships with colleagues, programme teams, regional representatives, external suppliers and other stakeholders.

* Ensure stakeholders are kept informed of relevant programme developments and that stakeholder feedback is communicated appropriately to management.

* Support programme engagement and communication activities to facilitate collaboration across multiple workstreams and business areas.

Human Resources / Supervision of Staff

* Provide day-to-day guidance, support and supervision to administrative staff as assigned.

* Assist with the allocation and monitoring of workload to ensure priorities are managed effectively and service levels maintained.

* Support the induction, training and development of new staff members within the PMO.

* Promote a positive and collaborative working environment that supports staff wellbeing and high performance.

* Contribute to the Performance Achievement process and support the implementation of agreed objectives and development plans.

Service Delivery and Continuous Improvement

* Contribute to the ongoing development and enhancement of PMO processes, systems and ways of working.

* Identify opportunities to improve administrative efficiency, reporting processes and document management practices.

* Support programme initiatives aimed at strengthening governance, compliance, reporting and project management capabilities.

* Assist with the implementation and adoption of new technologies, systems and digital tools that support programme delivery.

* Support change management and transformation activities associated with the implementation of IFMS and the Finance Operating Model.

Information Management, Compliance and Governance

* Ensure that all programme documentation and data are managed in accordance with HSE policies, GDPR requirements, records management standards and information governance procedures.

* Ensure compliance with HSE policies, procedures, National Financial Regulations, procurement requirements and audit obligations.

* Support internal and external audit activities through the provision of accurate records and supporting documentation.

* Contribute to maintaining robust governance and assurance processes across the programme.

* Promote best practice in data quality, record keeping, information management and reporting. The Finance Reform PMO has a strong focus on data quality, compliance, reporting and governance as critical enablers of programme success.

Technology and Digital Enablement

* Maximise the use of Microsoft 365 applications, Teams, SharePoint, Excel and project management systems to support programme delivery.

* Maintain and update programme databases, reporting tools and electronic document management systems.

* Support the administration of PMO systems and tools to ensure accurate and timely reporting.

* Contribute to the implementation of digital solutions that improve information sharing, collaboration and programme performance.

Standards, Policies, Procedures and Legislation

* Maintain own knowledge of employer policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team.

* Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, GDPR

* Ensure consistent adherence to procedures within area of responsibility.

* Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.

* Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Candidate Profile

The successful candidate will have:

• Previous experience in a senior administrative or Grade V equivalent role, ideally within the HSE or healthcare sector.
• Excellent organisational, planning and time management skills.
• Strong communication and stakeholder management abilities.
• Advanced Microsoft Office skills, particularly Word, Excel, Teams and SharePoint.
• Strong analytical skills with excellent attention to detail.
• The ability to manage multiple priorities and work independently in a fast-paced environment.
• A proactive, professional and customer-focused approach with strong problem-solving skills.

Why Join Noel Group Healthcare?

• Ongoing opportunity within a leading hospital setting.
• Work on a significant HSE transformation and Finance Reform programme.
• Collaborative and supportive multidisciplinary team.
• Opportunity to develop project management, governance and leadership experience.
• Competitive hourly rate and excellent career development opportunities.

If you are an experienced administrator with strong organisational skills and a passion for supporting healthcare transformation, we would love to hear from you. Apply today to become part of a dedicated team delivering meaningful change across healthcare services.