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 and Directorate 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.

KEY RESPONSIBILITIESManaging the Service

• Effective delivery of all departmental administration duties.
• Provide administration/secretarial 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 both patients and hospital staff.
• Work towards departmental Key Performance Indicators.
• Ensure confidentiality of patient details (records) at all times.
• Work as part of the wider Directorate 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 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 typing duties as required, i.e. clinical letters and/or reports/T-Pro.
• Cross-cover duties.
• 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 as required; book appointments, retrieve medical record files for clinics, register clinics and maintain outpatient waiting lists as directed by the Supervisor.
• Organise nurse-led clinics; scan referral documentation, book appointments, register clinics, organise follow-up appointments, manage inpatient day cases as directed by the Supervisor.
• Participate in research projects.
• Escalate any conflict-related matters to the Supervisor.
• Attend any training advised by the Supervisor/Administration Team Manager.

Communicating Effectively

• Ensure good communication within the team at all times.
• Communicate effectively with other hospital 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 secretarial duties and responsibilities.

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 implemented to improve services.
• The duties and responsibilities contained within this Job Description 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.
• Communicate Effectively.
• Maintaining Composure and Resilience.

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 & 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 within the spirit of the Hospital's mission, vision and values, and that they are known and followed by staff.

You are required to familiarise 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 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 which 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 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 Business Continuity Plan.
• Attend BCM education sessions provided for them.
• Make themselves familiar with their individual roles as set out in their departmental Business Continuity Plan, where applicable, and/or the Organisational Business Continuity Plan.

Note:

These duties and responsibilities reflect the present service requirements and may be subject to review and amendment to meet the changing needs of the Hospital. The incumbent will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing environment.

Qualifications

• Leaving Certificate.
• Microsoft Office: Word, Excel, Outlook, PowerPoint.
• Medical Administration qualification such as FETAC Level 5.

Experience

• 1–2 years' relevant clerical experience.
• Experience within a healthcare setting.

Organisational Knowledge

• Knowledge of healthcare standards.

Professional Knowledge

• Excellent audio typing skills with the ability to type a minimum of 50–60 words per minute.
• Excellent knowledge of medical terminology.
• Excellent knowledge of administrative software.
• Excellent 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.

Competencies / Other Skills

• Effective Service Management and Delivering Quality Service.
• Planning, Organisational and Problem Solving Skills.
• Communicate Effectively.
• Maintaining Composure and Resilience.