Clinical Secretary Grade IV Officer St Josephs Day Hospital

Post Title:

Grade IV Clinical Secretary

Post Status:

Temporary

Department

Care of the Older Person St. Josephs Day Hospital Raheny

Location:

St. Josephs Hospital Campus Raheny & Affiliated Sites

Reports to:

Directorate Support Manager or other nominated Officer

Salary:

Appointment will be made on GRADE IV CLERICAL (36109 - 52235 LSI 53829 LSI2 55463 at a point in line with Government pay policy.

Hours of work:

Part time 28 hours

Closing Date:

12 Noon on 26/05/2026

Please note the hospital reserves the right to close the competition early should a substantial number of applications be received.

Position Summary:

The role of a Grade IV in St Josephs Raheny will require specific roles and responsibilities. It is expected that a Grade IV will provide cross cover when appropriate across the campus (e.g. sick leave annual leave etc).

Responsibilities:

Consultant Led Clinic Manage prepare and sit in an outpatient based clinic. Ensure all appropriate clinical documentation and investigative results both internally and externally are obtained prior to clinic.
Nurse Led/AHP Clinics Manage prepare and sit in an outpatient based clinic. Referrals to Consultant and Nurse Led Clinics date track and triage.
Arrive patients on arrival to clinic & discharge patients upon consultation with Consultant or Nurse.
Admit and discharge and provide any necessary administration support for ZOL Infusions.
Liaise with assigned Nurse for daily clinical queries and retrieve outstanding information.
Support a departmental email service on a continuous basis.
Support a departmental phone and voicemail service.
Liaise with patients to provide information in relation to clinic appointments and handle relevant patient queries.
Liaise on a regular basis with Geriatrician Consultants to ensure highest quality care for patients.
Liaise and support NCHDs in relation to the Consultant Led Clinic and the service
provided by the care of the elderly team.
Liaise with MDT within the hospital e.g. consultants NCHDs Clinical Secretaries and Admissions Officers.
Liaise with any necessary supporting departments ECG Radiology for results and appointments. Outsourcing of investigative tests to other hospitals.
Liaise with external hospitals health care providers and GPs as required.
Be responsible for General Office Duties e.g. filing scanning post supplies etc.
Support new practices and procedures.
Draft SOPs.

Any other ad hoc duties requested by consultants and managers

Track all new referrals on the organisations patient information system.
Open and sort mail schedule meetings maintain departmental files and records collect and record information on hospital and departmental databases ensuring the integrity of data compile and distribute reports.
Monitor and maintain office equipment and supply inventory.
Contact patients prior to their appointment (letter text telephone) to confirm attendance and thereby prevent DNAs.

Clinic documentation:

Ensure all appropriate documents tests/results requested by General Practitioners Referring Consultants Referring Hospitals and any other tests or procedures performed on a patient outside Beaumont Hospital are obtained and available on patient charts for clinic.

Outpatient Clinics:

Clinic Preparation order patient charts prepare and sit Nurse Led & Consultant Led clinics located in SJR Day Hospital. Provide cross-cover across campus as and when directed by Directorate Support Supervisor and/or Manager.
Provide reception/clerical support dealing with queries and following through on requests for both
Nurse Led & Consultant Led clinics.

Typing:

T-pro - transcribe and type materials to include all correspondence on clinics and notes where
applicable. Proof reading editing material for grammar punctuation and spelling.

Email:

Monitor departmental email and manage queries through to completion.

Office etiquette:

Be punctual pay attention be mindful courteous and communicate with professionalism at all times. Maintain good office procedures sort and distribute post order and maintain appropriate stationary level in the office. Assist in the overall smooth running of the office. Handle all external & internal telephone enquiries professionally.

Mandatory training

Courses must be up to date at all times. Undertake training when deemed necessary to ensure efficient work practices.

Organise and attend meetings:

Attend briefings and training sessions as required. This may include recording minutes at meetings and preparing minutes for circulation following the meeting in a timely fashion. Support departmental meetings within the campus with minute taking and drafting of an agenda.

Referrals:

Give to Consultant and Nurse Led Clinics date track and triage.

Charts:

Order patient records of daily clinics am and pm on the organisations medical records porta. Trace missing charts.

Be aware of the campus KPIs goals and objectives and work with the Campus Support Manager to achieve same.

Plan and organise work to comply with established deadlines and priorities.

This job description indicates the main functions and responsibilities of the post and is subject to review and amendment.

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:

1. Professional Qualifications Experience etc

(a) Eligible applicants will be those who on the closing date for the competition:

(i) Have satisfactory experience as a Clerical Officer in the HSE TUSLA other statutory health agencies or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004

Or

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination including Mathematics and English or Irish1 . Candidates should have obtained at least Grade C or equivalent on higher level papers in three subjects in that examination.

Or

(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction

Or

(iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland (QQI).

Note1:

Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable.

Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.

The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

and

(b) Candidates must possess the requisite knowledge and ability including a high standard of suitability for the proper discharge of the office.

1. Age.
   Age restriction shall only apply to a candidate where s/he 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 application forms for the office occurs.
   
   3. Health Candidates 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 Candidates for and any person holding the office must be of good character.
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.

Experience:

1. The ability to communicate effectively both orally and in writing and provide empathy in difficult situations.
2. The ability to transcribe and edit data using a computer is essential.
3. Should be able to work on own initiative and run to constant deadlines.
4. Requires excellent organizational skill

Desirable:

Previous administration experience in a Clinical Setting

Supplementary information:

The Hospital
Management Unit: Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)
Name: Luke Mulvaney
Title: Business & Operations Lead
Email address:

A ranking and or shortlisting exercise may be carried out on the basis of information supplied in your application form. The criteria for ranking and or shortlisting 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.

In the event of a high volume of applications additional shortlisting criteria may be utilised.

This Job Specification is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

If an appointee has previously been employed in the Civil or Public Service and that appointee is entitled to or in receipt of a pension from the Civil or Public Service or where a Civil/ Public Service pension comes into payment during the appointees re-employment that pension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and other Provisions) Act 2012.

Please note: In applying for this position you are acknowledging that you understand that the abatement provisions where relevant will apply. It is not envisaged that the employing Department/ Office/ Body will support an application for an abatement waiver in respect of appointments to this position