Job title: Corporate Services Manager, Grade VI - 1.0 WTE, Permanent Role Reports to: Chief Executive Officer Role The Corporate Services Manager will report to the CEO and will have responsibility for the day to day management of staff and services managed within the CEO office, to include support for the CEO, Medical Director, Director of Nursing and Board members.
They will plan, direct, and coordinate the patient administrative services of the hospital including records and information management.
They will ensure efficient and effective administration systems are applied consistently across all hospital services, from patient referral through to assessment, admission, in-patient care, discharge and follow-up services.
They will ensure a Customer Driven Approach is central to the service ensuring accuracy and quality of all documentation, information etc.
They will be responsible for the supervision training and development of staff in order to provide an accurate, efficient and effective administration system to support the ongoing delivery of administrative services across a number of Departments.
Core Duties and Responsibilities CEO Office Coordination of external and internal meetings on behalf of the CEO Point of contact for internal and external enquiries to the CEOs office Engage with the HSE/HIQA etc. in matters pertaining to the CEO office Minute taking Documentation management Management of Patient Services /Admissions office Coordination of administrative support to the CEO, Medical Director and Director of Nursing Chairmans point of contact for CEO s Office Management of administrative staff in the Corporate Services Office and of Ward Clerks Healthcare Records (HCR) Management, including on-site and off-site HCR storage and retrieval Member of the Voluntary Hospital Patient Service Managers Group Information Governance (FOI / GDPR) Freedom of Information (FOI) Officer/FOI Decision Maker: handling all FOI requests, making decision on material to be released/redacted, coordination of all information for the FOI Publication Scheme Data Protection (DP) Officer: handling all DP Requests, provide DP training for all staff and ongoing advice; investigate DP breaches as they arise and put systems in place to mitigate against recurrence, Hospital liaison contact with external GDPR consultants.
Publications: Periodical review and management of the update of all patient information booklets Member of Hospitals Information Governance and Healthcare Records Group Coordinate and oversee the version control of hospital policies (corporate and clinical) Represent the Hospital in external meetings including patient services, FOI and Data Protection networking groups Corporate Services Annual Report: collation of all content, focussing on continuity, statistics, schools listing, governors listing, selection of photos, design layout, proofs/final proofing, circulation Annual General Meeting: Co-ordination and management of AGM, to include documentation, invitation list, minutes Point of contact for general hospital/corporate related enquiries Point of contact for Public Relations services provider and media/PR related queries Continued review/updating/coordination of Code of Governance Manual Complaints Maintain complaints log and ensure that all complaints are dealt with by relevant person within correct timeframe and follow up with DON/CNMs/Catering Manager as required.
All Complaints to be categorised.
Quarterly returns to HSE, answering complaints letters.
Hospital Policies Manage the review process for all hospital policies.
Upload new versions of ratified policies to Hospital Intranet.
Keep Policy review spreadsheet up to date.
Supervision of Staff Manage the performance of staff, dealing with underperformance in a timely and constructive manner Line managementof Clerical / Administrative staff within the team Ensure an even distribution of workload amongst the team Create and promote a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships Promote cooperation and working in harmony with other teams and disciplines Conduct regular staff meetings to keep staff informed and to hear views Solve problems and ensure decisions are in line with local and national agreements Identify and agree training and development needs of team and design plan to meet needs Requirements and Skills A minimum of three years' experience in an office administration role, management, supervision position Excellent knowledge and experience of Information Governance (e.g. Freedom of Information and GDPR) Excellent interpersonal skills and communication skills Excellent administrative and organisational skills Good Team Management Skills Proficient IT skills including Microsoft Office suite, particularly Word, Excel and PowerPoint This list is not an exhaustive list of duties and is subject to review in line with the needs of the Hospital.
Informal enquiries to Human Resources Departement.
Skills: ?
Excellent interpersonal skills and communication ?
Excellent administrative and organisational skil HSE HIQA Information Governance Benefits: Free parking on site EAP HSE Employer