Deputy Communications Manager Grade VII (08.012 (2022))

Permanent Full-Time

Job Details


Job Title:                                            Deputy Communications Manager, Grade VII
Reference No:                                    08.012 (2022)
Department / Directorate:                 CEO Directorate
Reports to:                                         Head of Communications

Tallaght University Hospital (TUH) has 450 inpatient adult beds, 74 onsite day beds for our Dialysis, Oncology, Infusion, Haematology, Cardiology, Bone & Joint and minor surgery services. The Hospital also has a Day Surgery Centre located near the Hospital which has four theatres and 25 bays for elective surgery. There are an additional 61 offsite beds under its governance. The Hospital is staffed by over 3,000 people with 63 different nationalities represented on the team.

The Hospital is a provider of local, regional and national specialties. It is also a national urology centre, the second largest provider of dialysis services in the country and is a designated trauma unit.

TUH is one of the two main teaching hospitals of Trinity College Dublin - specialising in the training and professional development of staff in areas such as nursing, health & social care professionals, emergency medicine and surgery, amongst many others. TUH is part of the Dublin Midlands Hospital Group which serves a population of over 1.2M across seven counties.

The Hospital is a public, voluntary teaching hospital funded by the Health Service Executive.  It opened on June 21st 1998 bringing together over 600 years of medical and nursing care and education from the Adelaide, Meath and National Children’s Hospitals.

As a model 4 hospital we are cognisant of our role as a provider of national and tertiary services but also of our role in the local community. We are working to a vision of people caring for people to liver better lives. The Hospital strategy reflects a continuation of that effort with our patients, their families/carers and health partners to achieve a fully integrated care approach to every service we provide.

The Hospital has a series of planned capital developments to enhance the infrastructure and environment for patients, their families, the public and staff.

A key aim is to improve access to our services. The strategy includes a combination of care pathway redesign, digital enablement and capacity investment actions aimed specifically to improve wait times. This strategic approach will consolidate the Hospital’s position as a leader in integrated care. Given our unique position with a vibrant community and the growing Tallaght health quarter we will strive to fulfil the potential truly to be a hospital without walls.

Communications is an integral part of the running of the Hospital with the Communications Department responsible for the planning, management and implementation of internal and external communications across multiple platforms.

TUH Vision and Values
The vision of the Hospital is “People Caring for People to Live Better Lives” through excellent health outcomes supported by evidenced based practice, positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.

Our TUH CARE values – for patients, their families, our community and staff are:
  • Collaborate – together and with our academic and care partners
  • Achieve – our goals, positive outcomes and wellbeing
  • Respect – for patients, each other and our environment
  • Equity – for patients and staff

At TUH we view our staff as our most valuable asset and every member of the Team is valued equally.  We recognise that a skilled, satisfied and motivated workforce is a prerequisite to high quality care.

A full overview of TUH is available on

purpose of the role:
This role is an opportunity to join a growing communications team that is focused on supporting the growth and development of TUH. It is appropriate for a team player that is passionate about communications ensuring they are accessible and has strong experience in developing and supporting digital platforms.

The post holder will be involved with the day-to-day internal and external communications for the Hospital with a continuous focus on the implementation of the strategy for the organisation.

overview of role:
Media Relations
  • Support the development of the Hospital strategy.
  • Responsible for the alignment of the Communications Strategy and implementation plan to reach a range of different stakeholders both internally and externally and will be aligned to the Strategic and Operational needs of the Hospital.
  • Support the Communications Manager in building the TUH brand ensuring consistency of application across all platforms.
  • Work closely with the Communications Manager on communications for responding to a crisis or handling serious incidents.
  • Assist in developing and sustaining positive relationships with the media, maximising positive coverage and ensuring balance in all media coverage to improve public perceptions of, and promote public confidence in the Hospital.
  • Prepare press statements and media briefings as required.
  • Ensure that the Hospitals views are always appropriately represented in the development of written materials.
  • Assist in the provision of an effective press office function which gives accurate and timely responses to media enquiries and monitors media coverage to identify weak areas and develop and maintain areas of strength.
  • Assist in the development, production and distribution of publications including annual reports, strategy documents and newsletters.
  • Ensure compliance with the Official Languages Act and any other relevant legislation and/or guidelines/recommendations.
External Communications
  • Develop and maintain hospital briefing information.
  • Communicate the key messages and objectives of the Hospital in order to promote a positive image and when necessary limit adverse publicity using a range of media including website, social media and special events.
  • Assist the Communications Manager to ensure that the values of the Hospital are reflected in all communications, and that the corporate identity is applied consistently.
  • Ensure that publicity / marketing materials and patient information are of a high standard and accessible to and appropriate for relevant audiences and reflect the diversity of the communities served by the Hospital.
  • Assist in the implementation of Hospital procedures, standards and policies around media management, events, VIP visits, corporate identity, patient communications and other areas of communication and ensure they are implemented consistently and appropriately.
Digital Content Communications
  • Development of content for publication on all digital platforms.
  • Assist and co-manage the Hospital website and content for the Intranet, ensuring the information is concise and up to date.
  • Assist in supporting the HR function of the Hospital in the creation of content for social media and recruitment campaigns
  • Assist in the development of the Hospitals effective use of available online platforms to strengthen stakeholder engagement and reputation management, including the website and other internal communications activations (Newsletters, Annual Reports), plus social media such as LinkedIn, Twitter, YouTube, Instagram and Facebook.
  • Assist the Communications Manager in ensuring that the Department is maximising the potential of the Hospitals communications platforms as patient/staff-focused and high-quality engagement tools, which fully reflect the work and values of the Hospital and are key vehicles for communication and information.
  • Keep fully informed on the performance of hospital assets on social media platforms and support the planning and maintenance of the social media calendar.
  • Work with HR, Dublin Midlands Hospital Group, HSE, and other stakeholders to create integrated campaigns for health initiatives.
  • Help to provide guidance to internal staff on social media best practices.
  • Provide a support and advisory service along with the Communications Manager to relevant management and staff members on communication issues and opportunities.
  • Tailor communications appropriately to the requirements of target groups.
Monitoring
  • Assess; measure and report on the impact of communications & press office initiatives.
  • Maintain a media response log which captures media queries & issues.
  • Monitor, analyse and report on the Hospitals media coverage.
The above overview of the role 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.
 
Qualifications & Experience required
Must Have:
  •  
  • A third level qualification in public relations or communications
  • Have a minimum of three years relevant experience in a communications environment
  • Significant experience in a senior communications role that has included all the following:
  • Development of content for online and offline publications
  • Development of communications campaigns
  • Experience of managing websites / social media platforms
  • Dealing with media & press queries
  • Event management experience
  • Proven experience of developing, implementing & managing digital communication strategies
  • Demonstrated capacity to achieve results through engagement with multiple stakeholders as relevant to this role.
  • Access to appropriate transport to fulfil the requirements of the role - i.e. able to travel to sites in the community
  • Flexibility of location and hours - out of hours working can be required on occasion and at short notice.
Skills & Experience Required
Professional Knowledge & Experience
  • An understanding of  the health service particularly acute hospital services
  • A significant understanding and knowledge of effective digital and general communication strategies and systems.
  • A significant knowledge of Press and Media, especially those in the Health & Public Affairs Arena.
  • Crisis Management experience.
  • A knowledge of parliamentary affairs
  • Knowledge and understanding of a press office functions.
  • Knowledge of health systems and the political environment.
  • Knowledge of Health Literacy guidelines and experience in creating accessible content suitable for a wide audience.
  • Knowledge and understanding of press office functions.
  • Excellent software skills to include, Word, Excel, PowerPoint, Powtoons (or similar).
  • Knowledge and experience of using an email system effectively e.g. Outlook
  • Knowledge of the Freedom of Information Acts and other relevant legislation and policies.
Communications & Interpersonal Skills
  • Effective verbal communication skills, delivering complex information clearly, concisely and confidently.
  • Excellent written communication skills including strong writing and editing skills.
  • Excellent communication and interpersonal skills in order to deal effectively with a wide range of stakeholders.
  • Strong team player with the ability to also work alone and on tight deadlines
  • Flexibility in relation to hours of attendance to meet the requirements of the role
Planning & Organising and Delivery of Results
  • The ability to successfully manage a range of different projects and work activities concurrently, using computer technology effectively and work as part of a team to ensure strict deadlines are met.
  • The ability to proactively identify areas for improvement and to develop practical solutions for their implementation.
  • The ability to embrace change and adapt work practices accordingly by finding practical ways to make policies work at a local level.
  • The ability to use resources effectively, challenging processes to improve efficiencies where appropriate.
Evaluating Information, Problem Solving & Decision Making
  • Excellent analytical, problem solving and decision making skills.
  • The ability to quickly grasp and understand complex issues and the impact on service delivery.
  • The ability to confidently explain the rationale behind decision when faced with opposition.
  • Ability to make sound decisions with a well-reasoned rationale and to stand by these.
  • Initiative in the resolution of complex issues.
Building and Maintaining Relationships including Teamwork & Leadership Skills
  • The ability to build and maintain relationships with colleagues and other stakeholders and to achieve results through collaborative working.
  • The ability to work both independently and collaboratively within a dynamic team and multi stakeholder environment.
  • The ability to lead a team by example, coaching and supporting individuals as required.
  • Flexibility, adaptability and openness to working effectively in a changing environment.
Commitment to a Quality Service
  • Evidence of incorporating the needs of the service user into service delivery.
  • Evidence of practicing and promoting a strong focus on delivering high quality customer service for internal and external customers.
  • Commitment to developing own knowledge and expertise.
  • Evidence of setting high standards of performance for self and others, ensuring accurate attention to detail and consistent adherence to procedures and current standards within area of responsibility.
Please note the extent and speed of change in the delivery of communications is such that adaptability is essential. The successful candidate will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing situation. This specification must be regarded as an outline of the major areas of accountability at the present time. It will be reviewed and assessed on an on-going basis.


Reward & Recognition
  • Remuneration is in accordance with the Department of Health Consolidated Salary Scales, grade code 0582
  • The appointment is Full-Time, permanent and pensionable
  • The annual leave entitlement is 30 working days per year. The leave year runs from 1st April to the 31st of March each year
  • Normal working hours are 35 worked over 5 days. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement

Application process
Applications can be submitted ‘on-line’ at www.tuh.ie/careers by completing the application form and attaching your CV.  Candidates should be aware that, when applying for a post through the 'On-Line' Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application.  Should you for any reason, not receive this automated acknowledgement, you should notify the Human Resources Department, before the closing date, otherwise your application will not be considered.
All candidates should note that, in order to maintain a timely process, the closing date and time for receipt of applications will be strictly adhered to.

Note applicants will be shortlisted based on information supplied in the CV. Applicants for this post must set out relevant experience that illustrates how the eligibility criteria/ knowledge, skills and competencies section of this job specification are met.

A ranking / shortlisting exercise will be carried out on the basis of information supplied in applications. The criteria for same are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore it is very important that you think about your experience in light of those requirements.

Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process.


Informal Enquiries to: Joanne Coffey, Head of Communications, Email: Joanne.Coffey@tuh.ie
Tel: 087 280 1441

Closing Date:  Before close of business on:  26th August 2022


TUH Core Competencies:
Core Area Competency Level
Managing the service Quality & Safety of Service 4
Managing the service Delivery of Results 4
Managing Change Problem Solving & Decision Making 4
Managing Change Communications & Influencing 4
Managing Yourself Team Player 4
Managing Yourself Planning and Organising 4
Managing People People Management 4
Managing People Leadership 4

Please go to www.tuh/careers for details of the core competencies

SUPPLEMENTARY INFORMATION

Age Restrictions In Relation To Applications
Age restriction shall only apply to a candidate where he/she is not classified as a new entrant
(within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004).
A candidate who is not classified as a new entrant must be under 65 years of age on the first day
of the month in which the latest date for receiving completed applications for the office occurs.

Health
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 as would indicate a reasonable prospect of ability to render regular and efficient service.

Garda Vetting
Garda vetting is sought for all employees and prospective employees of Tallaght University Hospital.  Given the specialised nature of the services provided, your appointment will be subject to satisfactory Garda vetting and re-vetting in circumstances where the Hospital deems it appropriate.  The Hospital will then process the necessary documentation to endeavour to obtain the satisfactory Garda clearance for you. You are obliged to disclose previous and any criminal convictions acquitted during the course of your employment.  Should the Hospital obtain information from the Garda vetting unit to indicate that your Garda clearance report is not satisfactory and / or if you have supplied the Hospital with false or misleading information in relation to your Garda clearance status, the Hospital reserves the right to withdraw or terminate the contract in accordance with Tallaght University Hospital Garda vetting policy.

Point on Salary Scale
New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, local authorities, health service and other public service bodies and statutory agencies.

Probation
The probationary period may be extended at the Hospital’s discretion but will not in any case exceed nine months. Confirmation of your appointment as a permanent member of staff is subject to the successful completion of the probation period.  Termination of this agreement within the probationary period shall be at the discretion of the Hospital, in accordance with the Minimum Notice and Terms of Employment Act, 1973 - 2001.

Termination of Employment
The employment may be terminated at any time by one months’ notice on either side except where circumstances are dictated by the Minimum Notice and Terms of Employment Act 1973/91. The Management’s right under this paragraph shall not be exercised save in circumstances where the Management is of the opinion that the holder of the office has failed to perform satisfactorily the duties of the post or has misconducted himself/herself in relation to the post or is otherwise unfit to hold the appointment.

Sick Leave
  • There is provision for sick pay at the Hospitals discretion, subject to the regulations and details found in the Staff Handbook/ Personnel Policy Manual, as per the Hospitals sick leave policy.
  • In the event of absence from work, you are required to contact your Manager/Supervisor within one hour of starting time on the first day of absence, while a Medical Certificate is required for any illness lasting in excess of two days. Failure to comply with the sick leave policy may result in a loss of pay for the period of absence and may also incur disciplinary action.
Information Technology & data
  • Make the most effective and efficient use of developments in information technology for both patient care and administrative support in a manner which integrates well with systems throughout the organisation.
  • Collect, interpret and present data and information on the Department’s activities, staffing and expenditure, as required.
Pension Arrangements and Retirement age
There are three superannuation schemes currently in operation for staff in Tallaght University Hospital:
(a)        Voluntary Hospital Superannuation Scheme (Non-New Entrant)
(b)        Voluntary Hospital Superannuation Scheme (New Entrant)
(c)        Single Public Service Pension Scheme
Please read carefully the summary of the criteria for the three superannuation schemes below. This will assist you in identifying which scheme membership is applicable to your employment circumstances.
(a)        If you have been continually employed in the public service prior to the 1st April 2004 and you have not had a break in service of more than 26 weeks, you will be included in the Voluntary Hospital Superannuation Scheme (Non-New Entrant) with a Minimum Retirement Age of 60 and a Maximum Retirement Age of 65.
(b)        If you have been continually employed in the public service post the 1st April 2004 and you have not had a break in service of more than 26 weeks, you will be included in the Voluntary Hospital Superannuation Scheme (New Entrant) with a Minimum Retirement Age of 65. There is no Maximum Retirement Age.
(c)        If you have commenced employment in the public service as a new entrant or you are a former public servant, returning to the public service after a break of more than 26 weeks, you will be included in the Single Public Service Pension Scheme effective from the 1st January 2013 with a minimum retirement age of 66 (rising to 67 and 68 in line with state pension changes).  The maximum retirement age under this scheme will be age 70.

Health & Safety
  • All employees must comply with the Safety, Health & Welfare at Work Act, 2005.
  • Comply with relevant Health and Safety responsibilities as outlined in Hospital Polices, Protocols and Procedures relevant to your area.
  • Take reasonable care to protect your own safety, health and welfare and that of any other person who may be affected by your acts or omissions at work.

Hygiene / Infection prevention and control
  • All employees have responsibility for Hygiene awareness. Hygiene is defined as “The practice that serves to keep people and environments clean and prevent infection.”
  • All employees also have a responsibility under their terms of employment to prevent transmission of infection and to follow the hospital infection control policies and guidelines as outlined in the Infection Control Manual.
  • All employees must be aware that they work in an area where there is potential for transmission of infection.
  • All employees have a responsibility to follow hand hygiene guidelines as this is the single most important intervention to prevent the transmission of infection.

Quality, safety and risk management
  • Support the delivery of the Quality, Safety & Risk Management Programme, including the appropriate identification and management of risks and incidents throughout the Hospital.

Data Management
  • Ensure compliance with the obligations required by the Data Protection Act 2018.

Confidentiality
You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality.  To this end, you will not discuss workings of the Hospital or its patients or disclose any information of a confidential nature except as required to do so in the course of your work. No records, documents or property of the Hospital may be removed from the premises of the Hospital without prior authorisation. You must return to the Hospital upon request and, in any event, upon the termination of your employment, all documents or other property of the Hospital which are in your possession or under your control.

Mandated and Designated Persons under Children First Act 2015
Schedule 2 of the Children First Act 2015 specifies the classes of persons defined as Mandated           Persons for the purposes of the Act. This includes a range of disciplines that are employed by the hospital including all medical practitioners, registered nurses, physiotherapists, psychologists, social workers and others.  This includes staff working in adult services. All mandated persons have two main legal obligations under the Children First Act 2015.  Mandated persons, under the legislation are required to report any knowledge, belief or reasonable suspicion that a child has been harmed, is being harmed, or is at risk of being harmed. The Act defines harm as assault, ill-treatment, neglect or sexual abuse, and covers single and multiple instances. Mandated persons are also required to assist Tusla, if requested, in assessing a concern which has been the subject of a mandated report. Designated Officer are required to receive reports of suspected child abuse or neglect from any person who is of the opinion that (a) a child has been or is being assaulted, ill-treated, neglected or sexually abused, or (b) a child’s health, development or welfare has been or is being avoidably impaired or neglected. Full detailed list of mandated and designated staff together with details of their roles and responsibilities can be found on https://www.tusla.ie/children-first.  It is the responsibility of all staff employed by TUH to be aware of their roles and responsibilities under the legislation and to complete mandatory Children First Training.