Systems & Administration Support Officer QSSI, Castlebar, Co. Mayo

Western Care Association; Castlebar; On-site; EUR 35,000 - 54,000; Full time

Benefits offered by this job

Pension & Life Insurance

Annual Leave

Bike-to-Work

Flexible hours

EAP

Job summary

Western Care Association in Castlebar, Co. Mayo, on-site, is seeking a Systems & Administration Support Officer to support quality, safety and service improvement systems and administration across the organisation.

The post reports to the Head of Quality, Safety and Service Improvement and will coordinate system administration, oversee data reporting, and assist with governance processes, policy development and staff training.

Qualifications

• Relevant qualification in administration, quality and safety or equivalent relevant experience
• Ability to use various IT systems for data recording and reporting
• Excellent presentation and delivery skills

Responsibilities

• Support the implementation and delivery of quality, safety and service improvement systems and administration support
• Coordinate and implement oversight activities to ensure governance consistency
• Develop and disseminate policies and procedures and support staff training
• Provide administrative support to the QSSI department and attend relevant meetings

Skills

Administration

IT systems

Presentation skills

Education

Relevant qualification in administration, quality and safety

Tools

Viclarity

Job description

Systems & Administration Support Officer QSSI, Castlebar, Co. Mayo

Location: On site / Castlebar, Co. Mayo, Ireland
job type: Permanent / Full-time
Sector and subsector: Voluntary/Charity | Fundraising
Salary: Competitive salary

At Western Care we aim to provide the most appropriate care, in the most appropriate setting for the people we support. And right now, we are looking to grow and support our team across County Mayo.

Why not be part of a progressive team, that’s delivering for its community.

Western Care - Supporting People To Live Their Lives.

Systems & Administration Support Officer QSSI (Grade IV)

Please note that panels may be formed from this competition to fill similar posts within the organisation.

Job Brief

Reporting to the Head of Quality, Safety and Service Improvement (QSSI), the post holder will support the implementation and delivery of quality, safety and service improvement systems and administration support with all relevant stakeholders including members of the QSSI department, Senior Management, Board of Directors, Area Managers, Frontline Managers and staff. The post holder will also support the Head of QSSI in the coordination and implementation of oversight activities to ensure consistency in the Governance of the organisation and support the development and implementation of current and new systems and practices as led by members of QSSI department based on organisational priorities.

Candidate Requirements

• Relevant qualification in administration, quality and safety or equivalent relevant experience
• Ability to use various I.T. systems for data recording and reporting

Please see full details in job description below

Salary Scales

Clerical Officer Grade IV Pay Scale (Scale Range €35,363 to €54,026)

- this is based on full-time working hours i.e. 35 hours per week

Other Requirements

• Full driver’s license is essential.
• All applicants will be subject to Irish Garda Vetting and Reference checks.
• Applicants from countries outside the E.U. must provide relevant work authorization to take up employment in the Republic of Ireland. This documentation must be submitted with the application.
• Applicants who have lived outside of the Republic of Ireland or Northern Ireland for more than six months since the age of 16 will be required to provide Overseas Police Clearance.
• Competitive Salary in line with Department of Health consolidated scales
• Premium payments, including anti-social hours payments on residential rosters.
• Pension and Life Insurance Scheme.
• Generous Annual Leave often exceeding statutory entitlement.
• Dedicated learning and opportunities for career progression
• Flexible working arrangements where feasible.
• Employee Assistance Programme (EAP) which includes counselling support.
• Bike-to-Work Scheme.

Health

Applicants must be fully competent and capable of performing the duties of this role and be in a state of health that indicates a reasonable prospect of providing regular, reliable and efficient service

JOB DESCRIPTION

Purpose of the job

The post holder will support the implementation and delivery of quality, safety and service improvement systems and administration support with all relevant stakeholders including members of the QSSI department, Senior Management, Board of Directors, Area Managers, Frontline Managers and staff.

The post holder will support the Head of QSSI in the coordination and implementation of oversight activities to ensure consistency in the Governance of the organisation.

The post holder will support the development and implementation of current and new systems and practices as led by members of QSSI department based on organisational priorities.

Reporting Relationship

Reporting to Head of Quality, Safety and Service Improvement (QSSI)

Main Duties and Responsibilities

Systems

• The post holder will have specific responsibility for system administration of all information systems associated with the priorities of the Quality, Safety and Service Improvement Department as agreed by the organisation ensuring the accuracy and integrity of the data on the system.
• Support Managers and staff with system access, navigation and population of fields and routine queries on Viclarity or other system as agreed by organisation to support the online completion of Incidents, audits and risk registers across the organisation.
• Liase with Viclarity project manager on a regular basis to provide feedback from end users and pilot group and agree updates to the systems as a result of engagement to ensure collaborative approach to developing user friendly systems.
• Set up of new users and new access requests to Managers when personal have changed positions or when new services are set up.

Governance

• Liaise with the Head of QSSI, relevant area and frontline managers to support the completion of HSE templates and reports
• Responsible for the coordination and implementation of the unannounced provider led visits as per Regulation 23 of the Health Act 2007.
• Support the Head of QSSI in the development and dissemination of policies and procedures and lead the administrative aspect of this process.
• To research, collect and collate data and statistics in preparing reports and submissions as assigned, including but not limited to HSE templates (proforma), complaints portal, oversight reports on unannounced visit compliance and risk register completion and risk scores, and any other reports as required by members of the QSSI team.
• Will act as the Complaints Administrator and will be responsible for maintaining a log of complaints and analysing for trends.The Complaints Administrator will be responsible for providing the HSE with Quarterly returns and the Board of Directors, Senior Management Team with a six-monthly report and annual report in relation to complaints.

Training & Support

• The post holder will support users of the QSSI systems, including producing training material and delivering training and support to frontline managers, area managers and frontline staff.
• Delivery of formal training as part of modules delivered through the organisational training calendar including but not limited to Incident Injury, Risk Management, Audits.
• Deliver on and off site supports to staff and managers on the use of the systems.
• To co‑ordinate specific projects, i.e. audits, risks, incidents pilot groups or research as required by the Head of QSSI.

Administrative Duties

• Provide administrative support to the Head of QSSI.
• Represent the organisation on committees and attend, contribute and report back on meetings relevant to this role.
• Provide administrative support to the QSSI Department to support the implementation of the Association’s Quality, Safety and Service improvement agenda.
• Accountable for the gatekeeping of all policies and procedures, including uploading and circulation of policies as agreed by legislation and organisational priorities.
• Arrange the setting up of committee meetings, agenda preparation, minute taking and circulation of these documents for the Risk and Quality subcommittee of the Board, Incident Monitoring and oversight group Safety Representatives, Pilot groups, QSSI team meetings, and any other meetings as determined by the needs of the QSSI department.

Requirements of the Role – Person Specification and Key competencies

• Relevant qualification in administration, quality and safety or equivalent relevant experience
• Ability to use various I.T. systems for data recording and reporting
• Excellent Presentation and Delivery skills
• Excellent organisational and project management skills
• A knowledge of quality and compliance systems
• Experience of working with service managers
• Ability with representing the organisation at meetings and sub-groups
• Ability to prioritise and manage competing demands
• Ability to act as a trainer and deliver information to stakeholders at all levels
• Energetic and positive outlook
• Ability to be customer focused
• Confidentiality and professional conduct handles information confidentially and follows organisational policies and agreed procedures

Working Relationships and Communication

• Develop and contribute to good working relationships in the Organisation and with all other relevant personnel.
• Report to and appraise line manager or designate of all work-related issues and difficulties.
• Follow the Association’s Grievance and Disciplinary Procedure, available on the Association’s intranet.
• Actively participate in supervisory support as per Organisation Procedure.

General

• Promote a positive image and name of the Association in the wider community.
• Promote dignity at work and show respect to service users, colleagues and stakeholders in the course of duty.
• Act in a confidential manner when dealing with personal information relating to service users, families and staff.
• Attend staff training events as required and implement learning in the workplace.

Conditions:

• The Job Description forms an integral part of the Contract of Employment, together with the Association’s Policies and Procedures.
• Full Time – 35 hours per week. Flexibility in working hours will be a feature of this position, to meet the needs of post.
• To engage with and use the technology systems and packages provided by the Association to support day to day work and future planning needs.