Job Description

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.