Grade V Clerical

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

Key Responsibilities

Programme & PMO Support

• Provide comprehensive administrative support to the Programme Management Office (PMO), Programme Managers and IFMS project teams.
• Manage correspondence, diaries, calendars and day-to-day operational activities.
• Coordinate programme activities across multiple workstreams, ensuring deadlines are achieved.
• Support the Grade VI Officer and deputise in their absence when required.
• Gather and analyse information to support informed decision-making and ensure compliance with HSE policies and national legislation.
• Keep management informed of emerging issues and recommend appropriate solutions.

Governance & Programme Reporting

• Prepare governance papers, meeting packs, reports and presentations.
• Coordinate programme reporting and governance documentation.
• Maintain action logs, risk registers, issue trackers and programme documentation.
• Support the production of accurate status reports and performance updates for senior management.
• Ensure information is communicated effectively between project teams and governance groups.

Information & Document Management

• Administer SharePoint sites, document libraries and electronic filing systems.
• Develop and maintain structured document management frameworks.
• Manage CRM systems and stakeholder databases.
• Produce reports and insights to support programme oversight.
• Administer secure document sharing platforms, including ShareFile, ensuring GDPR compliance and appropriate user access.

Systems, Data & Reporting

• Support PMO systems including SharePoint, CRM, project management and reporting tools.
• Produce Excel dashboards, reports, pivot tables and programme trackers.
• Perform data validation and quality assurance checks.
• Support data analysis and reporting activities.
• Identify opportunities to improve reporting processes through automation and digital solutions.

Planning, Training & Continuous Improvement

• Coordinate meetings, workshops and training sessions.
• Develop user guides and support documentation for programme systems.
• Assist with staff onboarding and training.
• Contribute to the continuous improvement of PMO processes, systems and ways of working.

Programme Operations & Compliance

• Support SAP HR, Flexi and Purchase-to-Pay (P2P) administrative processes.
• Ensure compliance with HSE policies, governance standards, GDPR and financial procedures.
• Maintain accurate records to support audit and reporting requirements.

Stakeholder Management

• Act as a central point of contact for programme teams and stakeholders.
• Build and maintain effective relationships across Finance, ICT, PMO teams and external partners.
• Deliver a professional, responsive and customer-focused service.
• Promote collaboration and effective communication across all programme workstreams.

Leadership & Team Support

• Supervise and support administrative staff as required.
• Assist with staff development, induction and performance management.
• Foster a collaborative, inclusive and high-performing team environment.
• Promote continuous learning and encourage best practice across the team.

Change Management

• Support the implementation of organisational change initiatives.
• Identify opportunities to improve efficiency and service delivery.
• Encourage innovation and continuous improvement across programme activities.
• Adapt to evolving priorities within a fast-paced healthcare environment.

Professional Standards & Compliance

The successful candidate will:

• Maintain up-to-date knowledge of HSE policies, procedures and relevant legislation.
• Ensure compliance with GDPR, FOI, Health & Safety and governance requirements.
• Promote high standards of data quality, confidentiality and information management.
• Apply HIQA standards and HSE best practice within all aspects of the role.
• Support sustainability initiatives across the organisation.

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.
• Experience using document management systems, reporting tools and databases.
• The ability to manage multiple priorities and work independently in a fast-paced environment.

Why Join Noel Group Healthcare?

• Ongoing opportunity within a leading hospital setting.
• Work on a significant HSE transformation and Finance Reform programme.
• 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.