2025/117 Grade VI Executive PA to General Manager
- Northside Dublin
- €65,175 per year
- Permanent
- Full-time
- Provide a comprehensive secretarial, clerical and administrative support to the Secretary / General Manager as required and in liaison with existing Executive PA/Secretarial staff to the EMT.
- Provide a professional secretarial and administrative service to the Board of Governors and all its sub-committees
- Support and administer all Board and sub- committee meetings including drafting agendas, scheduling and recording of minutes.
- Support Secretary General Manager in ensuring that all papers for Board and Board Committees are circulated in a timely fashion and that all terms of reference for Board committee are kept up to date.
- Support and administer effective governance arrangements to ensure that the Board meet their statutory and fiduciary responsibilities
- Support, collate and administer all Board packs, papers, briefing notes or any other relevant material required for Board, Board sub committees or Board working groups.
- Administrative support to the General Manager and Board in ensuring internal audit and risk management processes are in place and that actions and decisions are followed up on. Liaise with professional service providers as required including Auditors.
- Admin support to annual service planning and any requirements for same.
- Admin support in developing and implementing Hospital Strategic Plans including capital development plans
- Admin support in returning of annual Compliance Statement and Service Level Agreement including collation of all required documents
- Support and coordinate Board requirements for training and development including induction.
- Lead in management of Board administration system Decision Time.
- Ensure correspondence into the office is dealt with in a an accurate and timely manner including following up on responses due
- Take and prepare minutes of meetings as required
- Ensure all written correspondence for circulation is proof read and produced for sign off in an accurate and timely manner and circulated as requested
- Contribute to the maintenance of record / filing system that exist and create new systems as appropriate to support the work of the Secretary General Manager
- Liaise with internal and external agencies including the IHA, Regional admin, the HSE, the Department of Health and other hospitals and agencies as appropriate
- Support and administer return of monthly performance metrics to IHA/Region.
- Support and administer requirements of the Service arrangements with the HSE.
- Continually develop effective interpersonal and communication processes between the offices of the Executive Management Team and wider hospital to ensure the delivery of an effective service.
- Administer all HR records for Secretary General Manager’s reports and office.
- Process general enquiries and ad-hoc requests for information as appropriate
- Collect , compile data or statistics and produce regular and ad-hoc reports as required
- Any other duties appropriate to the post as assigned from time to time
- Participate in continuing education and development activities consistent with the position
- Be aware of and implement all relevant Hospital Policies and Guidelines including those for Data Protection, Freedom of Information, Complaints Management
- Actively contribute, participate and ensure compliance with the key areas identified in the following: