Overview
Post Title:
Grade IV Clinic Secretary - Confined Competition – Internal Applicants Only’
Post Status:
Specified Purpose Contract
Department
Care of the Elderly Day Hospital
Location:
St. Joseph’s Hospital, Raheny
Reports to:
Operations Lead
Salary:
Appointment will be made on Grade IV scale €35,256 to €54,370 LSI at a point in line with Government pay policy.
Hours of work:
Part Time, 28 hours per week
Closing Date:
12 noon on 17/6/2025
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 Joseph’s Day Hospital Raheny will require specific skills and responsibilities. It isexpected that a Grade IV will provide cross cover when appropriate across thecampus (e.g. sick leave, annual leave etc). Some of these specific tasks across the campus arehighlighted below. This can range from preparing and sitting clinics, booking clinic appointments, tracking new referrals and charts, filing, ordering charts from Medical Records Department Beaumont Hospital. Dealing with queries and complaints from eg. PALS office, patient’s families and patients.
Responsibilities
Assist in the overall management of the office. Schedule clinic appointments for both Nurseand Consultant Led Clinics. Tracking all new referrals onto BHIS. 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 retrieve necessary inventory. Contact patients prior to their appointment (letter, text via EfficienC, telephone) to confirm attendance and thereby prevent DNA’s.
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; pull, prepares and sit clinics located in SJR Day Hospital. Provide cross-cover across campus as and when directed by Operations Lead and/or Business & Operations Lead. Provide reception/clerical support dealing with queries and following through on requests for all clinics. Plans and organises work to comply with established deadlines and priorities.
Typing:
T-pro; transcribe and type materials to include all correspondence on clinics and notes whereapplicable. Proof reading, editing material for grammar, punctuation and spelling.
Email:
Monitor departmental email, and manage queries through to completion.
Mandatory training
Courses must be up to date at all times. Undertake training when deemed necessary to ensure efficient work practices.
Handover:
Ensure you give/receive an efficient hand over to colleagues prior to any leave.
Technology:
Use appropriate technology to ensure work is completed to a high standard. Ensuring integrity of data quality through accuracy of data input when registering or updating patient details on the BHIS. Any additional information or changes to biographical data (Change of address, change of mobile number, NOK, GP, referring hospital etc) must be validated.
These are some of the IT systems you will be required to use: Q-Pulse Document Management, T-Pro, McKesson, BHIS, PIPE, Microsoft Word, Excel & Outlook, and EfficienC, iCIMS, Staff Intranet, BORIS, CLOCKWISE, Theatre system and DIVER-7. This list is not exhaustive.
Organise and attend meetings:
Briefings and training sessions as required. This may include taking 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:
Given to Consultant and Nurse Led Clinics – date, track and get triaged.
Competencies
As per the Grade IV panel requirements. The ability to communicate effectively both orally and in writingand provide empathy in difficult situations is necessary. The ability to transcribe, and edit data using acomputer is essential. Should be able to work on own initiative and run to constant deadlines. Excellentorganisational skills required.
Clinical Secretary – Care of the elderly – Day Hospital
* Consultant Led Clinic – Manage, prepare and sit in an outpatient based clinic. Ensuring allappropriate clinical documentation and investigative results both internally and externally areobtained prior to clinic.
* Nurse Led/AHP Clinics – Manage, prepare and sit in an outpatient based clinic. Ensuring allappropriate clinical documentation and investigative results both internally and externally areobtained prior to clinic.
* Referrals to Consultant and Nurse Led Clinics – date, track and get triaged.
* Proficient on the OPD Referral Tracking for both Consultant and Nurse Led clinics on BHIS.
* Liaising with assigned Nurse for daily clinical queries and retrieving outstanding any 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 serviceprovided by the care of the elderly team.
* Liaise with MDT within the hospital, e.g. consultants, NCHDs, Clinical Secretaries, Admissions, Sub admissions, etc.
* Liaise with any necessary supporting departments.
* Liaise with external hospitals, health care providers and GPs as required.
* Responsible for General Office Duties, e.g. filing, scanning, post, supplies, etc.
* Support new practices and procedures.
* Drafting of SOPs.
* Any other ad hoc duties requested by consultants and managers
Qualifications
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 statutoryhealth agencies, or a body which provides services on behalf of the HSE under Section38 of the Health Act 2004
Or
(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list ofsubjects in the Department of Education Leaving Certificate Examination, includingMathematics and English or Irish1. Candidates should have obtained at least Grade Con higher level papers in three subjects in that examination.
Or
(iii) Have completed a relevant examination at a comparable standard in any equivalentexamination in another jurisdiction.
Or
(iv) Hold a comparable and relevant third level qualification of at least level 6 on theNational 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 levelpaper is not acceptable.
Candidates must have achieved these grades on the Leaving Certificate Established programmeor 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 ofsuitability, for the proper discharge of the office.
2. Age
Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (withinthe meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). Acandidate who is not classified as a new entrant must be under 65 years of age on the first day ofthe 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 ofundertaking the duties attached to the office and be in a state of health such as would indicate areasonable prospect of ability to render regular and efficient service.
4. Character
Candidates for and any person holding the office must be of good character.
Desirable:
· The ability to communicate effectively both verbally and in writing.
· Experience working in a team environment.
· Provide empathy in difficult situations.
· The ability to transcribe, and edit data using a computer is essential.
· Should be able to work on own initiative and run to constant deadlines.
· Requires excellent organizational skills.
Informal Enquiries ONLY to:
Name:
Siobhan Comerford
Title:
Operations Lead
Email address:
siobhancomerford@beaumont.ie
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