/Secretary-jobs

Childrens Health Ireland

<li>Purpose of the Role</li>The purpose of this post is to work as part of a multi-disciplinary team to provide secretarial and administrative support to Craniofacial and Urology specialties. The post holder will be required to support both Grade Vs and, on occasion, other specialties and the Operations Team. A high volume of Dictaphone typing is a core function of the role.Principal Duties and ResponsibilitiesProfessional Duties and Responsibilities<ul><li> Responsibility for the preparation and administration of outpatient appointments, with duties including booking appointments, recording outcomes, non-attendances (HCAN, CNA, DNA etc.) and reconciling clinics. </li><li> Ensure that referrals received are recorded and managed on the patient administration system (Ipims and uploaded to Evolve) in a timely manner in accordance with KPIs. </li><li> Update referral and waiting list status following triage of referrals by clinical teams. </li><li> Maintain and update service waiting list to optimize equity within the service as per NTPF Waiting List Management Protocols. </li><li> Process clinic cancellations or reductions in relation to the Consultants leave. </li><li> Waiting list entry management. </li><li> Cancel and reduce outpatient clinics as appropriate in conjunction with the team and Operations Manager where appropriate. </li><li> Monitor future clinics to maintain agreed patient mix and volume as agreed with consultants and Operations Services Manager in line with NTPF Waiting List Management Protocol. </li><li> Ensure that all charts are present and contain the required documentation (for example, GP referral letter etc.). </li><li> Act as liaison between clinical team and patient. </li><li> Act as liaison person between clinical team and patient. </li><li> Ensure consultants and team are aware of hospital and NTPF targets and ensure the Waiting List is managed. </li><li> Provide cover and administration support to colleagues as directed. </li><li> The post holder will be expected to live CHI values and be child-centered, compassionate, progressive and will act with respect, excellence and integrity. </li></ul>General Duties<ul><li> Provide secretarial support to the Consultant led multidisciplinary team. </li><li> Be responsible for dictating equipment and ensuring same is available. </li><li> Type all assigned patient correspondence including discharge summaries and out-patient correspondence. </li><li> Liaise with the Quality, Safety, Risk Management (QSRM) Department on Freedom of Information, routine access and medical-legal requests. </li><li> Answer phones, email queries and other messages for the team and carry out any administration work required by the team. </li><li> Typing, photocopying, office filing, tidying and maintenance of folders as required. </li><li> Contact interpreting services and follow up on any related paperwork when necessary. </li><li> Greet patients and their families with courtesy in line with the policies set down by the Hospital and present a professional appearance at all times. </li><li> Monitor patient satisfaction in relation to the service being provided. </li><li> Identify any opportunities for improving administrative processes in the Department and promote ways of improvement through consultation. </li><li> Promote and develop the concept of teams and team building and actively encourage teamwork throughout the wards. </li><li> Provide short term cross cover within the team and be covered by members of the Neurosurgery administrative team as required, for example, provide cover for Annual Leave, short term sick leave etc. </li><li> Arrange meetings and take minutes as required. </li><li> Collection and delivery of internal and external mail to and from the hospital mail room as required. </li><li> Ordering of supplies for the Department as required. </li></ul>Healthcare Records<ul><li> To retrieve healthcare records as requested by a nursing or administrative manager for the purpose of audit or correspondence. </li><li> Ensure that Patient Healthcare Records are maintained in a timely, accurate and comprehensive manner and that they are available promptly as required. Ensure all Healthcare Records are tracked correctly to and from the department. </li><li> Maintain Patient confidentiality. </li><li> Liaise with the Operations Services Manager, Directorate Operations Manager and Head of Operations, discussing ways of improving the services provided. </li><li> Attend hospital service related meetings as required by the Operations Services Manager or Directorate Operations Manager on developments in the Hospital. </li><li> Understand the importance and relevance of quality and data integrity in relation to everyday work and ensure that work is carried out to agreed standards. </li><li> Participate in auditing healthcare records standards as appropriate. </li><li> Liaise with the HIPE or Casemix Department as necessary. </li><li> Carry out all other duties appropriate to the post as may be assigned from time to time by the Operations Services Manager or Directorate Operations Manager, including rotation within teams to tasks specified within the Clinical Directorates. </li></ul>Education / Continuous Professional Development<ul><li> Engage in training of hospital and departmental systems as required. </li><li> Engage in and comply with all relevant mandatory training programmes required and directed by CHI staff. </li><li> Participate in continued professional development, including supervision with line management. </li></ul>The above is not intended to be a comprehensive list of all duties involved and, consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned from time to time and to contribute to the development of the post while in office.Eligibility Criteria, Qualifications and ExperienceEssential Criteria<ul><li> Achieved Leaving Certificate or equivalent qualification not less than Level 6 in the QQI framework. </li><li> Have at least two years secretarial or administrative experience. </li><li> Minimum of 6 months audio or dictaphone typing experience. </li><li> Evidence of customer service skills or experience. </li><li> Competent in using Microsoft packages. </li><li> Ability to communicate fluently in both written and oral formats. </li></ul>Desirable Criteria<ul><li> Experience of working in a healthcare environment. </li><li> Experience of using Hospital IT Systems. </li><li> Achieved ECDL or equivalent IT course. </li></ul>Competition Specific Selection ProcessHow to Apply and Informal EnquiriesApplications for this post must be accompanied by a cover letter setting out relevant experience that illustrates how the essential criteria listed above is met. The criterion for short listing is based on the requirements of the post, as outlined in the eligibility criteria.Please note that you must submit a cover letter with your CV. This forms part of your application and CVs will not be accepted without a detailed cover letter.Specific Terms and Conditions of Post<ul><li> 35 standard working week </li><li> 28 days Annual Leave </li></ul>Remuneration is in accordance with the salary scale approved by the Department of Health: Current salary scale with effect from 1st February 2026: Grade, Code 0558, starting at Point 1 €36,109 and rising annually in increments to €55,463 LSIS.

Secretary jobs

Secretary jobs

Medical Secretary