TTM Healthcare are proud to partner with our client in the Public Sector to recruit a Grade IV Assistant Staff Officer for immediate start in Leitrim.
Temporary 3 month initial contract.
35hours p/w 9am to 5pm, Monday to Friday
Pay rates in line with the public sector - €19.30p/h to €29.77p/h depending on verified relevant public sector experience.
Administrative Support:
* Manage, draft, and type correspondence, reports, and meeting minutes.
* Prepare documentation, reports, notices, and meeting venues.
* Set up and maintain filing systems and databases (manual and electronic) to efficiently record and track service-user records while ensuring data integrity and security.
* Monitor and evaluate administrative procedures to support a client-centered, quality service.
Communication & Coordination:
* Screen telephone calls, take accurate messages, and forward them to relevant staff in a timely manner.
* Greet and assist all visitors in a courteous, efficient, and confidential manner.
* Address general queries and provide appropriate information or assistance.
* Facilitate smooth internal and external communication within the Clinical Team.
Mail & Document Management:
* Receive, sort, and distribute incoming mail efficiently.
* Manage outgoing mail daily, ensuring timely processing, including internal mail transfers.
* Maintain confidentiality and compliance in handling all documentation.
Scheduling & Appointment Management:
* Organize and schedule appointments for service users and staff.
* Accurately record and track all attendances.
* Support the coordination of clinical team activities and schedules.
Office & Resource Management:
* Order and manage the stationery stock control system to ensure sufficient supplies for all programs.
* Ensure all resources and materials are used effectively and economically, advising relevant personnel of any necessary changes.
Compliance & Development:
* Maintain strict confidentiality of data, including patient information, in compliance with policies and regulations.
* Ensure adherence to Freedom of Information legislation and other relevant laws.
* Participate in staff development and in-service training programs as required.
* Stay informed of updates in administration, secretarial practices, and office procedures.
Performance & Goal Setting:
* Plan, prioritise, and complete assigned tasks efficiently.
* Set and achieve daily, weekly, monthly, and annual objectives.
* Manage workload performance, accuracy, and efficiency in line with assigned duties.
* Interpret and implement policies and procedures effectively.
Essential Skills & Qualifications:
* Strong administrative and organizational skills.
* Excellent communication and interpersonal abilities.
* Proficiency in Microsoft Office (Word, Excel, Outlook) and database management.
* Ability to handle confidential information with discretion.
* Strong time management and multitasking skills.
* Experience as an administrator in a healthcare or clinical environment is Essential.
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