Medical Secretary

• 35-hour standard working week.
• 28 days annual leave.
• Remuneration is in accordance with the salary scale approved by the Department of Health.

Current salary scale with effect from 1 June 2026:

Grade Code 0558, starting at Point 1: €36,470, rising annually by increments to €56,018 LSI.

Purpose of the Role

The purpose of this post is to provide secretarial and administrative 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 ResponsibilitiesProfessional Duties and Responsibilities

• The post holder will be expected to live CHI values and be child-centred, compassionate, progressive, and act with respect, excellence and integrity.
• Maintain throughout the Hospital an awareness of the primacy of the patient in relation to all Hospital activities.
• Demonstrate behaviour 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 the core function of the Medical Secretary.
• Report to the relevant Head of Department or their deputy.
• Liaise with other members of the team to ensure the smooth overall running and efficiency of the Department.

Administrative Functions

• Provide efficient general administrative and secretarial support to the designated areas.
• Liaise with Consultants and their Multidisciplinary Teams on an ongoing basis.
• Collect data and prepare reports as required.
• Ensure correspondence with GPs and other hospitals is dealt with within the appropriate timeframes.
• Provide excellent customer service to patients, parents and other service users.
• Manage 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 appropriate to the post.
• Type, pull and file all general correspondence, charts, photographs, reports and documentation relating to the work of the department.
• Liaise with staff in other departments, the public and outside agencies in a confidential, courteous and professional manner.
• Provide cross-cover for phone calls and the reception desk when required.
• Enter and maintain patient details on the relevant patient administration systems.
• Collect and deliver internal and external mail to and from the hospital mailroom as required.
• Maintain patient confidentiality on all aspects of patient care.
• Participate in training as required.
• Order supplies for the Department as required.
• Perform such other duties appropriate to the post as may be assigned by the Head of Department or their nominee.

The above is not intended to be a comprehensive list of all duties involved. Consequently, the post holder may be required to perform other duties appropriate to the post as may be assigned from time to time and to contribute to the development of the post while in office.

Eligibility Criteria, Qualifications and ExperienceEssential Criteria

• Achieved Leaving Certificate or QQI Level 6 on the National Framework, or an equivalent qualification from another jurisdiction.
• Have a minimum of three years' secretarial/administrative experience, some of which must include a patient-facing role.
• Experience in Dictaphone typing. Candidates will be required to sit a medical typing test.
• Proficiency in Microsoft Office (Excel, Word and Outlook).

Desirable Criteria

• Experience using iPMS Patient Administration System (booking appointments, adding/removing patients to/from waiting lists, updating outcomes, etc.).
• Experience within an acute hospital setting.