Title: Operations Assistant (Medical Secretary)
Department: Mercer’s Medical Centre
Tenure: Full time Permanent
Location: Practice Manager or nominee
RCSI is a community of academic, research, clinical and professional staff working collaboratively to lead the world to better health. Here, you will thrive in an innovative and inclusive atmosphere and your personal development and wellbeing will be supported. We invite you to join us to help deliver on our exciting mission “To educate, nurture and discover for the benefit of human health”.
Mercer’s Medical Centre is a purpose-built Group Practice which is part of the Royal College of Surgeons in Ireland. The practice is based in the old Mercer’s Hospital in the heart of Dublin’s south inner city. The Centre is comprised of a General Practitioner medical service and a Travel Health service. The practice has a complex clinical profile with responsibilities to regular patients (both GMS and private), occupational medicine and travel health contracts, and medical services to staff and students of RCSI.
About the post:
Specifically, the duties of the post are:
1. Managing a busy Reception, receiving and dealing with 200+ incoming telephone calls and 200+ incoming emails a day
2. Welcoming patients into the Practice and recording their attendance
3. Supporting the Clinicians throughout the day
4. Daily office administration such as Dictaphone typing, scanning, telephone services and general secretarial duties
5. Scanning confidential information and downloading test results to patients’ charts
6. Taking prescription requests
7. Taking cash/card payments, and balancing receipts and payments at the end of the day
8. Providing correct information to patients about our services, for e.g. travel vaccinations, costs, information about smear tests, etc.
9. Dealing with the public’s queries or complaints
10. Undertaking other appropriate duties as assigned by the Practice Manager or nominee
11. Complying with statutory legislation and Department rules and requirements in furtherance of your own and general staff welfare and safety
12. Undergoing programmes of training and development as may be required from time to time
13. Representing the best interests of Mercer’s Medical Centre and RCSI at all times
Knowledge & Experience (essential):
1. Proven customer facing experience in a dynamic, busy setting
2. Highly computer literate
3. Experience dealing with challenging situations
Knowledge & Experience (highly desirable):
1. Client facing experience in a primary care setting
2. Experience with practice management software, specifically, Helix Practice Manager
3. Knowledge of and experience with the PCRS system, the HSE, GMS process and systems, combined antenatal care (CANC) scheme, childhood immunisation programme, and all other Irish primary care services and processes
4. Self-starter with the ability to work effectively as part of a team
5. Strong IT skills: ability to quickly work with all applications, external and internal software and hardware, and proven skills with MS Office suite.
6. Conscientious: a pro-active approach to work, anticipating and resolving problems in advance, a keen attention to detail and a high level of understanding.
7. Flexibility to work irregular hours on a weekly basis (Monday to Friday)
8. Strong customer service skills, and the ability to communicate effectively with everyone with the same level of diplomacy and confidentiality.
9. Motivated and with a “can-do” attitude.
Application Process
Please apply online with your CV and Covering Letter.
Employee Benefits
RCSI make sure you have the resources you need to thrive by offering a wide range of benefits in areas including time away, finance, community, health, and well-being. Below are some additional benefits available to you as an RCSI employee:
1. Minimum of 20 days annual leave, plus an additional 6.5 Privilege days– dependent on practice opening hours
2. Flexible/hybrid working options for colleagues across many roles
3. Additional leave options incl. paid maternity leave, paternity/parental leave, study leave
4. 7% Employer pension contribution
5. Onsite gym €10 per/mth incl. classes and PT sessions
6. Childcare support 20% discount at Giraffe
7. Free eye test and annual flu vaccination
8. TaxSaver commuter tickets and Bike to Work schemes
9. A site sustainability team focusing on the environmental initiatives
10. Equality, Diversity & Inclusion forums, and network groups
11. Employee assistance programme with Spectrum Life
12. Learning and Development training programmes incl. LinkedIn Learning for career progression
13. Discounted services incl. GP visits, 10% off dental, staff parking, mobile tariffs, Group Scheme discount on numerous brands
14. Sports and social club incl. yoga, Pilates, fitness classes, Zumba, running club, social evenings, Summer BBQ
15. Ticket Draws for events including; Rugby, Taste of Dublin, Dublin Horse Show, theatre, music & comedy events
Note: This job description may be subject to change to reflect the evolving requirements of the Department and RCSI. RCSI is proud to be an equal opportunity employer and welcome applications from all suitably qualified persons regardless of their gender, civil status, family status, sexual orientation, religion, age, disability or race. RCSI is committed to embedding equality, diversity and inclusion (EDI) across everything we do. This ensures we can all work and learn in an environment defined by dignity and respect. Eligibility to work in Ireland is a requirement of this role. Proof of eligibility documentation will be required at a later date.
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