Administrative Assistant / Receptionist

Principal Duties and Responsibilities

Professional Duties and Responsibilities:

• Greet patients and their families with courtesy in line with the policies set down by the Hospital and to always present a professional appearance.

• Act as receptionist in the Department of Clinical Genetics.

• The post holder will be expected to live CHI values and be child-centred, compassionate, progressive and will act with respect, excellence and integrity.

• Answer phones, email queries and other messages for team and carry out any administration work required by the team.

• Photocopying, office filing, tidying & maintenance of folders as required.

• Contact interpreting services and follow up on any related paperwork when necessary.

• Identify any opportunities for improving Admin processes in the Department and promote ways of improvement through consultation.

• Collection & delivery of internal & external mail to/from the hospital mail room as required.

• To retrieve healthcare records as requested by the Genetics Clinical team.

• Ensure that Genetic healthcare records are maintained in a timely, accurate and comprehensive manner and that they are available promptly as required.

• Ensure all Healthcare Records including Genetics healthcare records are tracked correctly to and from the department.

• Maintain Patient confidentiality.

• Attend hospital service related meetings as required by the Operations Services Manager/Directorate Operations Manager on developments in the Hospital.

• Understand the importance and relevance of quality and data integrity in relation to the everyday work and that work is carried out to agreed standards.

• Participate in auditing health care records standards as appropriate.

• Carry out all other duties appropriate to the post as may be assigned from time to time by the Operations Services Manager/Directorate Operations Manager including rotation within teams to tasks specified by the Operations Services Manager/Directorate Operations Manager within the Patient Services Division.

Eligibility Criteria, Qualifications and Experience

Essential Criteria:

• Achieved Leaving Certificate or equivalent qualification not less than Level 6 in the QQI framework.

• Have at least two years secretarial/administrative experience.

• 6 months experience in Reception duties.

• Evidence of customer service skills/experience.

• Competent in using Microsoft package.

Desirable Criteria:

• Ability to communicate fluently in both written and orally.

• Experience of working in a Healthcare environment.

• Experience of using Hospital IT Systems.

• Achieved ECDL or equivalent IT course.