Medical Secretary, 11 Month FTC – UPMC Whitfield Hospital, Waterford
Location: UPMC Whitfield HospitalJob Type: Fixed Term
Overview of role
UPMC is hiring a Medical Secretary on a 11‑month Fixed‑Term Contract to join our Cardiology team at Whitfield Hospital, Waterford. The Medical Secretary team provides administrative support to a selection of Consultants across several specialties and is responsible for the efficient processing of all practice, patient pathways and ensuring an excellent patient experience throughout the hospital.
Key Responsibilities
Act as the primary medical secretary for the hospital suites, greeting and booking patients on clinic days efficiently.
Maintain a clear understanding of the patient pathway throughout the hospital.
Set up and expand clinics as required, promptly dealing with phone calls, referral letters from GPs, and booking appointments, including fee collection.
Request and gather information from other hospitals for consultants (e.g., scans, histology, pathology reports).
Handle cash payments for consultants, enter them into the system and balance daily; ensure all billing and patient accounts are up to date.
Complete any medical reporting required after consultations and send copies to referring GPs and Consultants.
Address patient enquiries promptly.
Maintain efficient filing systems for each consultant; keep practice software (Imemedoc/TPRO) always updated.
Collaborate with the multidisciplinary team to maintain a high level of patient service.
Work closely with hospital referrals and scheduling teams, strictly adhering to booking policy.
Answer telephone calls politely and professionally, taking messages or distributing calls appropriately; provide training duties for relief staff or work‑experience staff when required.
Personnel
Follow uniform policy reference.
General
May be required to work in other hospital areas as requested by line manager, deputy or nursing management.
Must produce satisfactory documentary evidence of all training and experience claimed.
Respect the organisational values of the hospital.
Quality & Safety – Safe Culture
Actively participate in achieving excellence in daily work.
Work with line manager to plan, monitor, analyse and improve quality programmes.
Participate in developing performance indicators with department manager and business objectives.
Initiate, participate in and evaluate audit according to JCI, hospital policy and Lean requirements under guidance of an audit lead.
Health & Safety
Take reasonable care to protect own safety, health and welfare and that of others; report dangerous conditions.
Co‑operate with UPMC to ensure safety, health and welfare at work and report incidents and near misses.
Attend annual education sessions on Fire Health & Safety.
Information Governance
Maintain confidentiality of patient and staff information; never disclose unless authorised.
Keep records secure and in safe custody when no longer required.
Qualifications & Experience
Medical Secretary or Business Secretarial qualification desirable.
Minimum of 2 years experience in a similar role.
Previous experience in a healthcare setting advantageous.
Excellent knowledge of Microsoft Office packages.
Experience with Imemedoc and TPRO desirable.
Excellent administrative and organisational skills.
Knowledge of general office procedures essential.
Proficient use of Microsoft packages essential.
Ability to work in a fast‑paced, customer‑focused environment.
Experience in change management.
Willingness to continuously improve under the lean thinking strategy.
Excellent interpersonal skills to communicate effectively with management, consultants and patients, and outside agencies.
Salary: €34,845.00 – €50,710.08 per annum based on a 39‑hour week.
Equal Opportunity Statement
UPMC is an equal‑opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Benefits
Competitive base pay and performance‑related pay and premium pay where applicable.
Fully paid maternity and paternity leave.
Competitive pension plan.
Company‑funded Death in Service benefit (three times).
Critical illness cover up to age 66.
Enhanced annual leave up to 27 days.
Flexible working opportunities.
Continuous development and career opportunities.
Rewards for performance through the annual ACES programme.
How to apply
Interested candidates should submit their application through the UPMC careers portal.
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