Quality Assurance Coordinator Grade V, Practice Assurance and Performance Systems Team, Quality Assurance Directorate
|Salary: See Description for Details|
|Closing Date: 02/11/2020||Closing Time: 12:00|
|Recruitment start: 08/10/2020|
The Child and Family Agency was established on 1st January 2014 and is responsible for improving wellbeing and outcomes for children. It represents the most comprehensive reform of services for the development, welfare and protection of children and the support of families ever undertaken in Ireland. It is an ambitious move which brings together some 4,000 staff who were previously employed within Children and Family Services of the Health Service Executive, the National Educational Welfare Board and the Family Support Agency.
The Child and Family Agency has responsibility for the following range of services:
- Child Welfare and Protection Services, including family support services
- Family Resource Centres and associated national programmes
- Early years (pre-school) Inspection Services
- Educational Welfare responsibilities including School completion programmes and Home School Liaison
- Domestic, sexual and gender based violence services
- Services related to the psychological welfare of children
- Adoption & Alternative Care
Further information is available on www.tusla.ie
About Tusla’s Quality Assurance Directorate
Tusla’s Quality Assurance Directorate is concerned with promoting continuous improvement and effective risk management in services for children and families. It delivers its functions though the following teams:
Early Years’ Inspectorate
The Early Years’ Inspectorate is the independent statutory regulator of Early Years’ Services and is responsible for registering and inspecting pre-schools, playgroups, crèches, day care and similar services. Its role is to promote the quality, safety and appropriate care of children by robust regulation of the sector.
Children who are educated at home or who attend a non-recognised school (i.e. a school that is not funded by the Department of Educational and Skills) must be registered with Tusla by their parents/guardians. The registration process requires that an assessment or assessments be carried out to determine whether the child is receiving a certain minimum education and therefore can be placed on the statutory register of children educated outside of a recognised school.
Risk and Incident Management
The team is responsible for the corporate risk register, and all aspects of risk and incident management systems within the Agency. The team aims to ensure Tusla is aware of the nature of its risks, their status and how they are being managed.
Performance, Reporting and Information
The Performance Reporting and Information team collates analyses and reports on quality and risk data relevant to the child and services. It identifies trends and performance data to support accountability and transparency, inform policy development and legislative reform, to demonstrate where standards and targets are being met, and identify risk and support decision-making at all levels of the organisation.
Quality Assurance and Monitoring
The team monitors and reports on service delivery against standards, regulations and legislative requirements, and seeks to ensure that service improvement activity takes place in response to reviews.
Service Experience and Feedback
Part 9 of the Child and Family Agency Act 2013 governs complaints procedures and reviews, complainants’ rights, referral to the Ombudsman, and annual report requirements. “Tell Us” is Tusla’s policy governing feedback and complaints. The team is responsible for managing Tell Us, including training other Tusla staff nationwide, collecting metrics, channelling complaints and feedback, and dealing with individual complaints. The team is also involved in encouraging participation of children and listening to the voice of the child in Tusla and Tusla-funded services.
Alternative Care and Commissioned Services
The team monitors and reports on alternative care settings for children who cannot live with their families. It aims to deliver purposeful intelligence-led regulation with a view to service improvement in commissioned services.
To co-ordinate and deliver cohesive administrative and clerical support to the PAPS Senior Management Team and to the Quality Assurance and Monitoring Officers.
Main Duties and Responsibilities:
- Provide an efficient and effective level of administrative support to the Practice Assurance and Performance Systems Team and Practice Assurance and Service Monitoring team on a daily basis to ensure smooth operational activities within the team.
- Management of the Head of Practice Assurance and Performance Systems diary, meeting requests, associated briefing material, issue of correspondence / circulars.
- Operation of the team’s document management system and trackers, to include management of the relevant internal Systems and the team email addresses, supporting decision-making regarding the appropriate response to any emails received and supporting decision-making regarding the appropriate response to post or other communications received by the office.
- Management and associated filing / storage of documentation – including use of paper filing, email archives, personnel and other filing systems - from receipt in the office to transmission to other parts of the agency or outside the agency.
- A high degree of competency in software including Word (e.g. formatting and creating forms with form fill), Excel (e.g. overseeing and creating a number of trackers which may require additional macro enabled functions, skills in running analytical reports), PowerPoint (e.g. formatting of presentations/ branding, use of design, transitions and animations functions).
- Capacity to contribute to new IT system functionality and software development which will be established for the use of auditing and monitoring on the Performance Assurance and Service Monitoring team.
- Strong organisational skills- the post holder will have responsibility for overseeing or completing a large range of tasks with the ability to be flexible and multitask.
- Skills in prioritisation and work load management – being able to identify and respond to the most urgent tasks while also maintaining cyclical tasks as part of the role.
- Maintain confidentiality and a high level of professionalism at all times.
- Provide practical help with training events, regional workshops etc.
- Use appropriate technology to ensure work completed to a high standard
- Ensuring that all communications are professional, accurate, informed and clear.
- Help to create a positive working environment, which contributes to maintaining and enhancing effective working relationships.
- Ensure that any identified administration errors or failings are brought to the immediate attention of management.
- Ensure that archives and records are accurate and readily available
- Maintain confidentiality of documentation, records etc.
- Ensure consistent adherence to procedures within area of responsibility
- Collection and management of required data and metrics.
- Recording of meetings as required
- Organizing teleconferences and multi- media meetings.
Education & Training
- Maintain standards of practice and levels of professional knowledge by participating in continuous professional development initiatives and attendance at courses as appropriate.
- Engage in career and professional development planning.
- Participate in the delivery of a framework for the promotion of staff development and training by making recommendations with regard to the ongoing education, mentoring, training and in-service needs of the regulatory support team.
- Managing a team of admin staff in providing efficient and effective level of administrative support to ensure smooth operational activities within the Practice Assurance and Service Monitoring Team
- To supervise, allocate and oversee the work of assigned administrative staff
- Where appropriate, provide supervision and assist in the development of knowledge, skills of relevant staff under your supervision
- Encourage and support staff through change processes
- Pay close and accurate detail to own personal work
- Support the preparation and issuing of office documentation (correspondence, reports etc.) to the highest possible standard
- Co-operate and work in harmony with other teams and disciplines
- Ensure line management is kept informed of all issues
- To participate in performance evaluation / review, identifying areas for improvement and appropriate plans / measures to achieve them
Health & Safety
- Comply with and contribute to the development of policies, procedures, guidelines and safe professional practice and adhere to relevant legislation, regulations and standards.
- Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the service for example National Standards for Child Protection and Care and comply with associated Tusla – Child and Family Agency protocols for implementing and maintaining these standards as appropriate to the role.
- To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.
The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.
Applicants must by the closing date of application have the following:
- Be currently in employment with Tusla – Child and Family Agency.
- Be in current and direct employment with the HSE or within other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 or 39 of the Health Act 2004 or within a body that provides services on behalf of Tusla under Section 56 or Section 59 of the Child and Family Act 2013.
- Have at least 2 years’ administrative experience in a designated office within the services mentioned above
- Have at least one years’ experience in working in a quality assurance or similar role.
- Have experience of evaluating information and providing sound judgement in the assessment of received information
- Possess sufficient administrative capacity to discharge the functions of the grade/post, including excellent ICT skills in Microsoft Office, Word, Excel, PowerPoint or similar software
A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.
Each candidate for and any person holding the office must be of good
Candidate Information Pack QA Coordinator.pdf
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