Clerical Officer

Role of the Clerical Officer Grade III

To provide administration support to the Clinical Radiology Directorate.

Key Responsibilities and Duties:

• General administrative duties (e.g. filing, faxing reports, photocopying)

• Posting of external Radiology Reports to the correct referrer

• Collection and distribution of post

• Appointment registration at reception desks on the hospital information system

• Deal with internal and external communications from staff/patients and external agencies and follow up on same

• Validation of Radiology waiting lists and administration duties pertaining to this validation

• Maintain the Administration storage area

• Maintain good working relations with all staff

• Participate in Team meetings as required to enhance and develop the efficiency and effectiveness of the Radiology Department

• Assist in the co-ordination, organisation and control and duties of the day-to-day activities

• Time management of general tasks utilising the ability to prioritise

• Dealing with a wide spectrum of disciplines – including patients, staff, and external agencies – in a quality-orientated environment

• Attention to detail, and accuracy at all times

• Undertake any other duties appropriate to the post as may be assigned from time to time, as the foregoing is not an exhaustive listing

Note:

These duties and responsibilities are a reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the Clinical Radiology Directorate.

General Responsibilities and Accountabilities

Confidentiality

You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality.

Policies & Procedures

You are required to familiarise yourself with and adhere to all policy and procedural documents relevant to your position.

Hygiene Standards

The highest standard of hygiene must be maintained in the Hospital at all times and all staff members are responsible for ensuring compliance with the Hospital's requirements and standards with regard to hygiene. It is the responsibility of all staff to have a fundamental understanding of their individual responsibility in maintaining departmental & site hygiene standards.

Health and Safety

Ensure that effective safety procedures are in place to comply not only with the Safety, Health and Welfare at Work Act 2005 but also within the spirit of the Hospital's mission, vision and values, and they are known and followed by staff.

You are required to familiarize yourself with the requirements of employees under the Safety, Health and Welfare at Work Act 2005 and to promote a work environment that is compliant with the Safety, Health and Welfare at Work Act.

Each staff member is individually responsible for ensuring that the Hospital remains a safe place to work.

Information Technology

Ensure the most effective and efficient use of developments in information technology for administrative support in a manner which integrates well with systems throughout the organization.

Business Continuity Management

Business Continuity Management (BCM) is a holistic management process that identifies potential impacts that threaten an organisation and provides a framework for building resilience and the capability for an effective response that safeguards the interests of its key stakeholders and reputation (BS 25999).

All Staff employed in the Mater Misericordiae University Hospital are obliged to:

• Make themselves familiar with the Organisational BCM Plan

• Attend BCM education sessions provided for them

• Make themselves familiar with their individual roles as set out in their departmental business continuity plan, if applicable, and/or the Organisational Business Continuity Plan

Qualifications

Leaving Certificate

OR

Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction

OR

Hold a comparable and relevant third-level qualification of at least Level 6 on the National Qualifications Framework maintained by QQI

Experience

1–6 months clerical administration experience

OR

Proven track record of working in an administrative capacity in a busy administrative role

Organisational Knowledge

Good knowledge and understanding of the Health Sector

Professional Knowledge

Ability to work in a pressurised environment

Ability to communicate effectively in a team

Ability to multitask

Ability to provide innovative solutions to problems

Flexible approach

Good level of administration skills

Excellent knowledge of administrative software

Core Competencies and Skills

Effective teamwork

Delivery of results

Effective communication skills

Planning and organising duties and tasks

Maintaining resilience and composure