Medical Secretary

Qualifications & Experience

A candidate must have, on the latest date for receipt of applications for the post: (i) Meet the Department of Health & Children’s educational criteria set down for Grade IV posts:

• (a) Obtained at least Grade D (or a Pass) in five subjects including Mathematics and English or Irish (or four subjects if Irish is included) from the approved list of subjects in the Department of Education Leaving Certificate Examination, and

• Obtained at least Grade C (or Honours) in higher-level (or Honours) papers in three subjects in that examination (or two subjects if Irish or Mathematics or both Irish and Mathematics are included); or

• (b) Obtained a comparable standard in an equivalent examination. Or

• (c) A third-level qualification of at least degree standard. Or

• (d) Have at least 2 years’ satisfactory experience as a Clerical Officer.

(ii) Experience in Patient Related Services. (iii) Experience of working in a busy, multifaceted administrative role, indicating the candidate’s ability to efficiently discharge the functions of the post. (iv) Good IT skills, including working knowledge of MS Office. (v) Possess excellent organisation, interpersonal and communication skills and be able to work on own initiative as well as part of a team. Ability to work under pressure is crucial. (vi) Possess good numerical and analytical skills. (vii) Experience of medical terminology. (viii) Experience of medical typing.

Desirable Criteria: (i) Experience in Information Patient Management Systems (IPMS).

Note: If being processed for appointment, original documentation will be sought for:

• (i) All qualification requirements for the post.

• (ii) Any additional qualification(s) that you may be awarded marks for at interview.

In the event that a number of years’ experience is required for a post, you will be requested to:

• (i) Provide documentary evidence that you possess same.

Character A candidate for and any person holding the office must be of good character.

Health

A candidate for and any person holding the post must be fully competent and capable of undertaking the duties attached to the post and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. For the purpose of satisfying the requirements as to health, the successful candidate, before being appointed, shall undergo a pre-placement health assessment. This assessment will be provided by the Hospital.

Purpose of the Post

The main purpose of the post is to provide secretarial cover to the relevant Department. Duties may vary, but duties specific to the department will be made available to you during the training period.

Main Duties & Responsibilities

• Provide secretarial/administrative support to the relevant team.

• Provide secretarial/administrative support to relevant Consultant/s and their team.

• Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard.

• Responsible for the accurate typing of correspondence to all relevant clinicians and medical practitioners.

• Work in a professional manner at all times while on duty.

• Manage and prioritise workload, ensuring deadlines are met and service levels are maintained.

• Support the Administration Services Manager and Assistant Administration Services Managers in ensuring the service operates effectively and efficiently.

• Possess excellent communication skills; deal with all queries and telephone calls in a courteous manner, and follow up as required.

• Communicate with patients, Consultants, and General Practitioners in a caring and courteous manner at all times.

• Maintain confidentiality of all data, including patient information, at all times.

• Maintain quality standards and policies.

• Ensure all patient information is managed in accordance with the Code of Practice of Healthcare Records Management Guidelines 2007.

• Ensure all HCRs are appropriately tracked at all times while in your care and when leaving your office.

• Ensure all documentation/lab work is appropriately followed up and subsequently filed in patients’ HCRs.

• Monitor and evaluate procedures within own area of responsibility to ensure a client-centred quality service is delivered and strive for full compliance with best practices.

• Ensure compliance with Freedom of Information legislation as it applies to the post of medical secretary.

• Promote and maintain a customer-focused environment, including monitoring service efficiency and notifying the Administration Services Manager/Assistant Administration Manager.

• Ensure service users are treated with dignity and respect.

• Provide information, instruction, training, and supervision to staff under your remit, if applicable, in the context of Health & Safety management (e.g. PPE usage, chemical safety, etc.).

• Plan, organise, and prioritise tasks assigned by the Supervisor/Line Manager and set objectives for their completion.

• Implement agreed changes to the administration of the service.

• Maintain knowledge of relevant hospital policies, procedures, guidelines, and practices to perform the role effectively and ensure current work standards are met by your team.

• Maintain knowledge of relevant regulations and legislation (e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts).

• Ensure consistent adherence to PPPGs within area of responsibility.

• Have working knowledge of HIQA Standards and other standards relevant to the role, and comply with associated hospital protocols.

• Assist in training new staff and students in the Department/area as directed.

• Cooperate with the development of Information Technology within the department and hospital-wide.

• Attend mandatory and recommended training.

• Work cooperatively within the group and across departments to achieve goals.

• Foster a collegiate environment.

• Be understanding and tolerant of differing needs and viewpoints.

• Participate in internal and external audits and reviews as appropriate.

• Work safely and with due care for yourself and others in accordance with the Health, Safety at Work Act 2005.

• Report any accidents or incidents immediately to Supervisors/Line Managers in line with hospital policy.

• Comply with all hospital policies, especially those relating to Health & Safety, Infection Control, Hygiene, Risk Management, and Decontamination.

• Perform other appropriate duties assigned by the Chief Executive, Administration Services Manager, Assistant Administration Services Manager, or other authorised officer.

Note: Due to the evolving nature of the health service, the job description is subject to change. The post holder will be expected to update their knowledge and skills to meet changing service requirements.

Particulars of the Post