Medical Secretary
KEY RESPONSIBILITIES
Key Roles and Responsibilities include and are not limited to the following:
Managing 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 department
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
Represent MMUH in a professional manner at all times
Reception and telephone duties
Excellent attention and follow-through to detail capabilities
Retrieve charts as required
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 Daycase/Inpatient surgical theatre lists and liaise closely with Consultants, surgical team, theatre staff, and colleagues
Retrieve medical record files for surgical theatre lists
Maintain surgical theatre lists and monitor closely
Manage and schedule colonoscopy procedures and waiting lists
Maintain outpatient work lists and monitor closely
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
Scan referral documentation, book appointments, register clinics, and organise follow-up appointments
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
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
CORE COMPETENCY
Effective Service Management and delivering quality service
Planning, Organisational, and Problem Solving Skills
Communicate Effectively
Maintaining Composure and Resilience
General Responsibilities and Accountabilities
Confidentiality You will be aware of the confidential nature of hospital work and, in particular, the right of patients to confidentiality.
Policies & Procedures You are required to familiarise yourself with and adhere to all policy and procedural documents relevant to your position.
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. It is the responsibility of all staff to have a fundamental understanding of their individual responsibility in maintaining departmental and site hygiene standards.
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. 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 it. Each staff member is individually responsible for ensuring that the hospital remains a safe place to work.
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.
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 (if applicable) and/or the organisational business continuity plan
Note: These duties and responsibilities are a reflection of 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 climate.
Qualifications
Leaving Certificate
Microsoft Office: Word, Excel, Outlook, PowerPoint
Medical Administration Qualification such as FETAC Level 5
Experience
2–3 years relevant Medical Secretary experience
2–3 years’ experience within a Healthcare Setting
Organisational Knowledge
Knowledge of Healthcare Standards
Professional Knowledge
Excellent Audio Typing skills
Excellent knowledge of medical terminology
Excellent knowledge of administrative software
Excellent level of administration skills
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