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 the 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, across the Hospital Directorates. The post holder will also be expected to provide cover for colleagues during times of absence and changes in service demands.

KEY RESPONSIBILITIESManaging 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 and service improvement.
• Deliver a professional and efficient service to clinics, diagnostics, patients and hospital staff.
• Work towards Departmental Key Performance Indicators.
• Ensure confidentiality of patient details and records at all times.
• Work as part of the wider Directorate Administration Team.
• Escalate to the Supervisor all queries or issues which cannot be resolved locally.
• Follow the Supervisor's lead and direction.
• Attend all team meetings as directed by the Supervisor or Administration Team Manager.
• Ensure that work completed is accurate.
• Complete allocated tasks to the highest standard set by the hospital.
• Ensure that 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.
• Carry out reception and telephone duties.
• Collect and file laboratory reports and retrieve charts where indicated.
• Perform all TPRO transfer duties as required, including clinical letters and reports.
• Show drive and initiative in completing tasks.

Planning, Organising and Problem Solving

• Plan, organise and control service delivery within administration duties on a daily basis.
• Organise outpatient clinics (Consultant and Nurse-Led) as required, including booking appointments, follow-up appointments and testing, retrieving medical record files for clinics, registering clinics and maintaining TPRO.
• Maintain Consultant Work Lists, monitor closely and bring any outliers or queries to the Supervisor.
• Retrieve medical record files for clinics and/or Cath Lab lists when required.
• Manage inpatient and day case follow-up.
• Participate in projects to improve the service.
• Escalate any conflict-related matters to the Supervisor.
• Attend any training advised by the Supervisor or Administration Team Manager.

Communicating Effectively

• Ensure good communication within the team at all times.
• Communicate effectively with other hospital departments and directorates.
• Represent the department and directorate professionally.
• Attend to patient and visitor queries efficiently and promptly.
• Follow the Supervisor's direction.

Maintaining Composure and Resilience

• Maintain a professional manner at all times.
• Maintain composure during pressurised situations.
• Address all patient queries politely and professionally.
• Have a positive approach to secretarial duties and responsibilities.

Availability

• Work at different locations across the Mater Hospital, Community Hub locations and any other location required for service delivery.
• Provide cover for colleagues during periods of absence.

Other Duties

• Display competence in all duties in line with the competency framework.
• Observe strict patient confidentiality.
• Work as part of the wider Directorate Team.
• Undertake any other relevant duties requested by the management team.
• Support and adapt to changes implemented to improve services.
• Duties and responsibilities are not exhaustive and may be reviewed by the Administration Team Manager as required.

CORE COMPETENCIES

• Effective Service Management and Delivering Quality Service.
• Planning, Organisational and Problem Solving Skills.
• Effective Communication.
• Maintaining Composure and Resilience.
• Medical Transcription and TPRO Transfer.

General Responsibilities and Accountabilities1. Confidentiality

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

2. Policies and 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 regarding hygiene. It is the responsibility of all staff to have a fundamental understanding of their individual responsibility in maintaining departmental and site hygiene standards.

4. 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 with the hospital's mission, vision and values.

You are required to:

• Familiarise yourself with the requirements of employees under the Safety, Health and Welfare at Work Act 2005.
• Promote a work environment that complies with the Safety, Health and Welfare at Work Act 2005.
• Ensure 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

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 an effective response that safeguards the interests of key stakeholders and the organisation's reputation.

All staff employed in the Mater Misericordiae University Hospital are required to:

• Familiarise themselves with the Organisational Business Continuity Plan.
• Attend BCM education sessions.
• Understand their individual roles as outlined in the departmental or organisational Business Continuity Plan, where applicable.

Note:

These duties and responsibilities reflect the current service requirements and may be reviewed and amended to meet the changing needs of the hospital. The post holder will be required to maintain, enhance and develop the professional knowledge, skills and competencies necessary to respond to changing service demands.

QualificationsEssential

• Leaving Certificate.
• Microsoft Office proficiency (Word, Excel, Outlook and PowerPoint).

Desirable

• Medical Administration qualification, such as FETAC Level 5.

ExperienceEssential

• Two years' relevant clinic administration experience.

Desirable

• Two years' experience within a healthcare setting.

Organisational Knowledge

• Knowledge of healthcare standards.

Professional Knowledge and Skills

• Medical typing skills.
• Working knowledge of medical terminology.
• Two years' Medical Secretary experience in an acute care hospital.
• Excellent knowledge of administrative software.
• Excellent administrative skills.
• Ability to work in a pressurised environment and use initiative.
• Ability to communicate effectively within a team.
• Ability to multitask.
• Ability to provide innovative solutions to problems.
• Flexible approach to work.
• Maintain discretion and confidentiality at all times.