Clinical Secretary Day Hospital - GR IV

Post Title:

Clinical Secretary Day Hospital - GR IV

Post Status:

Permanent Contract

Department

Care of the Elderly St. Joseph’s Day Hospital, Raheny

Location:

St. Joseph’s Hospital Campus, Raheny   

Reports to:

Directorate Support Manager  

Salary:

Appointment will be made on Grade IV Scale (€35,609 to €54,914 LSI) at a point in line with Government pay policy

Hours of work: 

Full-Time, 35 hours per week

Closing Date:

12 noon on 17/10/2025

Please note the hospital reserves the right to close the competition early should a substantial number of applications be received.

·         Consultant Led Clinic – Manage, prepare and sit in an outpatient based clinic. Ensure all
appropriate clinical documentation and investigative results both internally and externally are
obtained prior to clinic.

• Nurse Led/AHP Clinics – Manage, prepare and sit in an outpatient based clinic. Referrals to Consultant and Nurse Led Clinics – date, track and triage.
• Arrive patients on arrival to clinic & discharge patients upon consultation with Consultant or Nurse.
• Admit and discharge and provide any necessary administration support for ZOL Infusions.
• Liaise with assigned Nurse for daily clinical queries and retrieve outstanding information.
• Support a departmental email service, on a continuous basis.
• Support a departmental phone and voicemail service.
• Liaise with patients to provide information in relation to clinic appointments and handle relevant patient queries.
• Liaise on a regular basis with Geriatrician Consultants to ensure highest quality care for patients.
• Liaise and support NCHDs in relation to the Consultant Led Clinic and the service
  provided by the care of the elderly team.
• Liaise with MDT within the hospital, e.g. consultants, NCHDs, Clinical Secretaries, and Admissions Officers.
• Liaise with any necessary supporting departments, ECG, Radiology for results and appointments. Outsourcing of investigative tests to other hospitals.
• Liaise with external hospitals, health care providers and GPs as required.
• Be responsible for General Office Duties, e.g. filing, scanning, post, supplies, etc.
• Support new practices and procedures.
• Draft SOPs.
• Any other ad hoc duties requested by consultants and managers.

·         Track all new referrals on the organisations patient information system.

·         Open and sort mail, schedule meetings, maintain departmental files and records, collect and record information on hospital and departmental databases ensuring the integrity of data, compile and distribute reports.

·         Monitor and maintain office equipment and supply inventory.

·         Contact patients prior to their appointment (letter, text, telephone) to confirm attendance and thereby prevent DNA’s.

Clinic documentation:

Ensure all appropriate documents, tests/results requested by General Practitioners, Referring Consultants, Referring Hospitals, and any other tests or procedures performed on a patient outside Beaumont Hospital are obtained and available on patient charts for clinic.

Outpatient Clinics: 

Clinic Preparation, order patient charts, prepare and sit Nurse Led & Consultant Led clinics located in SJR Day Hospital.  Provide cross-cover across campus as and when directed by Directorate Support Supervisor and/or Manager.

Provide reception/clerical support dealing with queries and following through on requests for both
Nurse Led & Consultant Led clinics.

Typing:

T-pro - transcribe and type materials to include all correspondence on clinics and notes where
applicable. Proof reading, editing material for grammar, punctuation and spelling.

Email:

Monitor departmental email, and manage queries through to completion.

Office etiquette:

Be punctual, pay attention, be mindful, courteous and communicate with professionalism at all times. Maintain good office procedures, sort and distribute post, order and maintain appropriate stationary level in the office. Assist in the overall smooth running of the office. Handle all external & internal telephone enquiries professionally.

Mandatory training

Courses must be up to date at all times. Undertake training when deemed necessary to
ensure efficient work practices.

Organise and attend meetings:

Attend briefings and training sessions as required. This may include recording minutes at meetings and preparing minutes for circulation following the meeting in a timely fashion. Support departmental meetings within the campus with minute taking and drafting of an agenda.

Referrals:

Give to Consultant and Nurse Led Clinics – date, track and triage.

Charts:

Order patient records of daily clinics am and pm on the organisations medical records porta. Trace missing charts.

Be aware of the campus KPI’s, goals and objectives and work with the Campus Support
Manager to achieve same.

Plan and organise work to comply with established deadlines and priorities.

·         The ability to communicate effectively both orally and in writing and provide empathy in difficult situations.

·         The ability to transcribe, and edit data using a computer is essential.

·         Should be able to work on own initiative and run to constant deadlines. 

·         Requires excellent organisational skills.

        Previous administration experience in a Clinical Setting

Informal Enquiries ONLY to:

Name:

Luke Mulvaney

Title:

Business & Operations Lead

Email address:

lukemulvaney@beaumont.ie

Telephone:

01 8774919