Grade IV Clinical Secretary

Job Summary

Under general supervision and following established policies and procedures provide an effective and efficient secretarial service to the Urology Consultants as part of a team in the Urology Outpatient Service. Plan and organise work to comply with established deadlines and priorities.

Provide reception/clerical support in the outpatient clinics and deal with requests and queries.

Plan and organise work to meet workload needs and priorities.

It is expected that a Grade IV in the Directorate will provide cross cover when appropriate within the Directorate (e.g. sick leave annual leave etc).

Provide a variety of administrative functions and an efficient and effective clerical service to the Directorate.

Assist in the planning co-ordinating and directing of the daily operation of the Directorate.

Aware of the directorate KPIs goals and objectives and working with the Directorate Support Supervisor and Directorate Support Manager to achieve same.

Operational management

• Participate in the development and management of appropriate and relevant SOPs
• Establish good office procedures in terms of consumable management
• Be familiar with the appropriate standards in relation to evaluation of infection control data compliance with hygiene audits and the hospitals infection control policies and procedures etc

Data Quality

• To be aware that the quality of data regarding all activity within the Directorate is of the highest quality
• Data Quality familiarity with hospital projects in relation to healthcare records.

Urology Service

• The Urology Service at Beaumont Hospital provides a comprehensive service for the diagnosis and management of patients with conditions associated with the male and female urinary tract and male reproductive system including kidney bladder prostate testicles and penis.
• This includes cancers and also issues relating to benign conditions including but not limited to benign prostate hypertrophy renal stones interstitial cystitis and painful bladder syndrome.
• The Urology Multi-disciplinary team work closely together to provide this service. The team comprises; Consultant Urologists and their medical staff Candidate Advance Nurse Practitioners Clinical Nurse Specialists and Administrative Staff.

KEY TASKS

Urology Outpatient Service

• As part of the Urology OPD Support Team manage the secretarial workload attached to the Urology Consultants Outpatient Clinics
• Responsible for clinic preparation i.e. pulling and preparing Medical Records for patients scheduled to attend outpatients
• Sitting in clinics to register patients as they attend
• Manage and schedule outpatient appointments
• Transcribe and type materials to include all correspondence from clinics on T-Pro
• Proof-read and edit material for grammar punctuation and spelling
• File letters and reports regarding patients in patients medical record
• Enter referrals on hospital tracking system within 24 hours of receipt and update tracking system as appropriate
• Pull charts in response to consultant/patient queries
• Answer and route telephone calls to relevant colleague and other staff
• Open and sort mail including emails
• Ensure accurate data collection
• Monitor and maintain office equipment and supply inventory.

• Medical Records:
• Ensure that healthcare records are maintained in accordance with the Healthcare Records Management Policies and Procedures. This includes but is not limited to ensuring all elements of the healthcare record are filed appropriately that there are sufficient blank continuation sheets inserted to facilitate recording of the patients care repairing continuation sheets and liaising with the Medical Records Department (QC section) regarding the splitting of healthcare records as required
• Ensure that there is a healthcare record available for all patients attending Outpatients
• Ensure that all healthcare records are tracked appropriately in line with hospital policy
• Ensure labels for relevant clinic visit/episode of care are available in patients chart and that any front sheets or labels from previous episodes are removed
• Ensure that a monthly Chart Tracking Audit is carried out in line with the Healthcare Records Tracking Policy and SOP.
• General:
• Manage the secretarial workload attached to the Consultants Outpatient Clinics and general administrative duties. Assist in the overall smooth running of the office. Open and sort mail schedule meetings maintain departmental files and records collect and record information on hospital and departmental databases compile and distribute reports monitor and maintain office equipment and supply inventory
• Duties must be carried out in such a way that will ensure timely communication of information on patients to the relevance and other agencies
• Fill in for absent staff when required
• Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital
• Perform such duties as appropriate to the office as may from time to time be required
• Participate in the provision of cover for the clerical pool of staff within the Directorate.

The job description is an outline of the post as it is currently perceived by the hospital and will be subject to review and amendment. This job description will therefore be subject to change in light of the various strategies for the hospital and the development of the Clinical Directorate model and any future developments that arise and will evolve and change over time.

Selection Criteria

Please ensure to check HSE mandatory criteria.

Selection criteria outline the qualifications skills knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.

Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

Candidates must have at the latest date of application:

- 1. Professional Qualifications Experience (a) Eligible applicants will be those who on the closing date for the competition: (i) Obtained at least grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied.

Or (ii) Passed an examination of at least equivalent standard

Or (iii) Satisfactory relevant experience which encompasses demonstrable equivalent skills And (b) Candidates must possess the requisite knowledge and ability including a high standard of suitability for the proper discharge of the office based on the skills competencies and knowledge for the post.

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

1. Character Each candidate for and any person holding the office must be of good character.

Desirable:

1. Good working knowledge of Microsoft Office Suite (Word Excel Outlook)
2. Experience working in a healthcare environment
3. Excellent keyboard skills

Informal enquiries: