Medical Secretary

Purpose of the Role

The purpose of this post is to provide secretarial and administration support to the relevant areas. The daily deliverable of the role includes high volume Dictaphone typing which forms the core function of this role.

Principal Duties and Responsibilities

Professional Duties and Responsibilities:

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

• Maintain throughout the Hospital awareness of the primacy of the patient in relation to all Hospital activities.

• Demonstrate behavior consistent with the Values of the Hospital.

• Be responsible for the provision of administrative support services to their designated areas.

• High volume Dictaphone typing is core function of medical secretary.

• Report to the relevant Head of Department or their deputy.

• Liaise with other members of the Team to ensure smooth overall running and efficiency of the Department.

Provide the following administrative functions:

• Provide efficient general administrative and secretarial support to the designated areas.

• Liaise with Consultants and their Multidisciplinary Teams on an ongoing basis.

• Data collection and report preparation as required.

• Ensure correspondence with GP’s/other Hospital’s is dealt within the appropriate timeframes.

• Providing excellent customer service to patients, parents and other service users.

• Managing queries via phone, email and in-person from patients, parents, clinicians, centre staff and other stakeholders.

• Arrange meetings and take minutes as required.

• Maintain efficient general office procedures as appropriate to the post.

• Type, pull and file all general correspondence, charts, photographs, reports and documentation in relation to the work of the department.

• Liaise with staff in other departments, the public and outside agencies in a confidential, courteous and professional manner.

• Cross cover for phone calls and reception desk when required.

• Enter and maintain Patient details on the relevant patient administration systems.

• Collection and delivery of internal and external mail to/from the hospital mailroom as required.

• Maintaining patient confidentiality on all aspects of patient care.

• Participate in training, as required.

• Ordering of supplies for the Department as required.

• To perform such other duties appropriate to the post as may be assigned by the Head of the Department or their nominee.

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 to them from time to time and to contribute to the development of the post while in office.

Eligibility Criteria, Qualifications and Experience

Essential Criteria:

• Achieved Leaving Certificate/QQI Level 6 on the National Framework or equivalent qualification comparable to another jurisdiction

• Have a minimum of three years secretarial/administrative experience of which some include patient-facing role.

• Experience in Dictaphone typing: Candidates will be required to sit a medical typing test.

• Proficiency in MS Office (Excel, Word, Outlook).

Desirable Criteria:

• Experience in using iPMS, Patient Administration System (booking appointments, adding/removing patients to/from Waiting Lists, updating Outcomes etc.)

• Experience within acute hospital setting.

Competition Specific Selection Process

How to Apply & Informal Enquiries

Applications 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 CV’s will not be accepted without a detailed cover letter.

The closing date for submissions of CV’s and cover letter is 19 May 2026 by 5 pm.

Applications must be completed through the advertised post on CHI.jobs by clicking “Apply for Job”.

Applications will not be accepted through direct email or any other method.