Grade IV Gerontology Clinical Secretary

Position Summary:

The role of a Grade IV in St Joseph’s Raheny will require specific roles and responsibilities. It is expected that a Grade IV will provide cross cover when appropriate across the campus (e.g. sick leave, annual leave etc).

Key Duties & Responsibilities:

• 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 job description is an outline of the post as it is currently perceived by the hospital and will be subject to review and amendment. This job description will therefore be subject to change in light of the various strategies for the hospital and the development of the Clinical Directorate model and any future developments that arise and will evolve and change over time.

Selection Criteria: 

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post. 

Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

1. Professional Qualifications, Experience, etc

(a) Eligible applicants will be those who on the closing date for the competition:

(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004

Or

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish1. Candidates should have obtained at least Grade C or equivalent on higher level papers in three subjects in that examination.

Or

(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction

Or

(iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).

Note1:

Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable.

Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.

The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

And

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

• 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.

Desirable:

• Previous administration experience in a Clinical Setting

If an appointee has previously been employed in the Civil or Public Service and that appointee is entitled to or in receipt of a pension from the Civil or Public Service or where a Civil/ Public Service pension comes into payment during the appointee’s re-employment that pension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and other Provisions) Act 2012.

Please note: In applying for this position you are acknowledging that you understand that the abatement provisions, where relevant, will apply. It is not envisaged that the employing Department/ Office/ Body will support an application for an abatement waiver in respect of appointments to this position.

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)