IV Medical Secretary

Job Purpose:

The purpose of the Medical Secretary Grade IV is to provide an exceptional and comprehensive support service delivery within the various Departments in CVRRE Directorate (Cardiology, Cardiothoracic, Vascular, Renal, Respiratory, and Endocrinology) in consideration of Patient Care and the Departmental Administration Team. The Grade IV Medical Secretary will ensure that all duties, roles, and responsibilities are completed to the required operational standards in line with the competency framework. In order to meet the service needs of the hospital, the post holder may be required from time to time to work at different locations to the normal place of work, i.e., across the Hospital Directorates. The post holder will also be expected to provide cover for colleagues during times of absence and change in service demands.

Key Roles and Responsibilities include and are not limited to the following:

Managing the Service:

• Effective delivery of all departmental Medical Secretarial duties

• Provide cover based on service requirements

• Complete duties in line with operational standards

• Adhere to all departmental policies and procedures

• Contribute effectively to service development /service improvement

• Deliver a professional and efficient service to Clinics/Diagnostic, patients, and hospital staff

• Work towards Departmental Key Performance Indicators

• Ensure confidentiality of patient details (records) at all times

• Work as a part of the wider Directorate Administration Team

• Escalate to the Supervisor all queries/issues which cannot be resolved locally

• Follow the Supervisor’s lead and direction

• Attend all Team meetings as directed by the Supervisor / Administration Team Manager

• Ensure that work completed is done so in an accurate manner

• Complete tasks allocated to the highest standard set by the hospital

• Ensure that any handovers are completed on time providing all relevant details to the Supervisor

• Report any potential risks to the Supervisor

• Assist in departmental audits as assigned by the Supervisor

• Represent MMUH in a professional manner at all times

• Reception and telephone duties

• Collect and file laboratory reports, retrieve charts where indicated

• Perform all TPRO transfer duties as required i.e., clinical letters and/or reports

• Show drive and initiative in completing tasks

Planning, Organising and Problem Solving:

• Plan, organise, and control service delivery within the administration duties on a daily basis

• Organise outpatient clinics (Consultant and Nurse Led) as required; book appointments, follow-up and testing, retrieve medical record files for clinics, register clinics, and maintain TPRO

• Maintain Consultant Work Lists, monitor closely bringing any outliers or queries to the Supervisor

• Retrieve medical record files for Clinic and/or Cath Lab list when required

• Manage inpatient and day case follow-up

• Participate in projects as required to improve service

• Escalate any conflict-related matters to the Supervisor

• Attend any training which may be advised by the Supervisor / ATM

Communicating Effectively:

• Ensure good communication within the team at all times

• Communicate effectively with other hospital-wide departments and/or directorates

• Represent the department/directorate in a professional manner

• Attend to patient/visitor queries in an efficient and timely manner

• Follow the Supervisor's direction

Maintaining Composure and Resilience:

• Maintain a professional manner at all times

• Maintain composure during pressurised times

• Address all patient queries in a polite and professional manner

• Have a positive approach to your secretarial duties and responsibilities

Availability:

• The post holder may be required to work at different locations, i.e., across the Mater Hospital plus at Community Hub locations and any other location required for service delivery

• The post holder will be expected to provide cover for colleagues during times of absence

Other Duties:

• Display competence in all duties completed in line with the competency framework

• Observe strict patient confidentiality

• Work as part of the wider Directorate Team

• Undertake any other relevant duties as requested by the management team

• Support and adapt to changes that are implemented to improve the services

• The duties and responsibilities contained within this Job Description are not exhaustive and may be reviewed by the Administration Team Manager as required

• Effective Service Management and delivering quality service

• Planning, Organisational and Problem Solving Skills

• Communicate Effectively

• Maintaining Composure and Resilience

• Medical Transcription and TPRO Transfer

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

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

3. 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. All staff must understand their individual responsibility in maintaining departmental and site hygiene standards.

4. Health and Safety Ensure effective safety procedures are in place to comply with the Safety, Health and Welfare at Work Act 2005 and the spirit of the Hospital’s mission, vision, and values. Promote a work environment that is compliant with the Act. Each staff member is individually responsible for ensuring that the Hospital remains a safe place to work.

5. Information Technology Ensure the most effective and efficient use of developments in information technology for administrative support in a manner that integrates well with systems throughout the organisation.

6. Business Continuity Management All staff are required to:

• Make themselves familiar with the Organisational Business Continuity Plan

• Attend BCM education sessions provided

• Understand their individual roles as set out in their departmental and/or organisational business continuity plan

Note: These duties and responsibilities reflect current service requirements and may be reviewed to meet changing Hospital needs. The incumbent must maintain, enhance, and develop professional knowledge, skills, and aptitudes to respond to a changing climate.

Qualifications

• Leaving Certificate

• Microsoft Office: Word, Excel, Outlook, PowerPoint

• Medical Administration Qualification (e.g., FETAC Level 5)

Experience

• Do you have 2 years Medical Secretary experience in an acute Healthcare setting?

Organisational Knowledge

• Knowledge of Healthcare Standards

Professional Knowledge

• Medical typing skills

• Working knowledge of medical terminology

• Excellent knowledge of administrative software

• High level of administration skills

• Ability to work in a pressurised environment and use own initiative

• Ability to communicate effectively in a team

• Ability to multitask

• Ability to provide innovative solutions to problems

• Flexible approach

• Maintain discretion and confidentiality at all times

• Effective Service Management and delivering quality service

• Planning, Organisational and Problem Solving Skills

• Communicate Effectively

• Maintaining Composure and Resilience

Salary: €35,609 - €54,914 per year