Grade IV Urology Rapid Access Prostate Secretary

Job Title - Secretary Rapid Access Prostate Clinic

Specific Duties:

Responsible for preparation of Rapid Access Clinics (RAPC) i.e. register patients pull and prepare medical records and sit in outpatient clinics. Manage appointments for the clinics cancel/reschedule appointments

where necessary. Manage all referrals to the RAPC service including referrals via Healthlink.
Liaise with Prostate CNMs to ensure clinic KPIs for the RAPC Service are met.
Responsible for typing of all clinic correspondence relating to RAPC service.
Responsible for Data Entry collect and record information on hospital and departmental databases.
Act as initial point of contact for patient enquiries.
Liaise with other departments within the hospital when role of a Grade IV in the Directorate Structure may require specific roles and responsibilities.

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). Some of these specific roles within the Directorate are highlighted below.

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

Human Resources/Workforce Planning

Develop work rosters to ensure that all areas are covered if required.
Ensure Payroll returns are done in timely manner to ensure all staff paid correctly and that premium payments are clearly identified if required.
Aware of reporting relationship and accountability within the Directorate.
Plan annual leave rosters and adjust flexi sheets for all staff in conjunction with the Directorate Support Supervisor if required.
Advise staff of the absenteeism policy and monitor and record sick leave in accordance with the HR policy.
Maintain and update local clerical staff HR records if required.

Staff Development/Training

Oversee orientation of new staff identify training needs of self and staff
Ensure 100% attendance at Hospital Mandatory training.
Identify training needs with regard to the use of technologies as they apply to their role.
Participate in the implementation of unit based training programmes for newly appointed clerical staff and on-going training of staff with regards to their individual needs.

Operational management

Participate in the development and management of appropriate and relevant SOPs.
Establish good office procedures in terms of consumable management
Ensure patient documentation is managed and controlled and that filing systems records medical records and x-rays are properly maintained as per hospital policies.
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 and ensure that these are communicated appropriately to clinical support staff.

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 Healthcare Records Project and other hospital projects in relation to healthcare records.
Ensure that the medical record on discharge of the patient is adequately prepared in accordance with medical record policy for maintaining records and sent to the Coding Department.

Communication

Ensure good communication amongst staff to include regularly scheduled staff meetings recording and circulating minutes when required.

General Duties

Encourage good working relationships within the multidisciplinary staff of the Directorate and with other Hospital Departments.
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.
Identify opportunities for improvement and initiate steps to accomplish same.
Assist in identification of cost improvements service developments and income generation opportunities within the Directorate.
Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital.
Attend and minute meetings as required.
Perform such duties as appropriate to the office as may from time to time be required.
Filing faxing photocopying and all other office duties.

The above duties and responsibilities are intended to represent current priorities and are not meant to be a conclusive list. This job description may be subject to change in the light of changing circumstances and in consultation with the post holder

Selection 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.

2. 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.

3. 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