Clerical Officer, Medical Records

Post Title:

Clerical Officer, Medical Records

Post Status:

Temporary, Specified Purpose Contract

Department:

General Services

Location:

Beaumont Hospital & Affiliated Sites

Reports to:

Directorate Support Supervisor / Directorate Support Manager or other nominated Officer

Salary:

Appointment will be made on Grade III Clerical Officer scale (€31,934- €47,771, LSI €49,416) at a point in line with Government pay policy

Hours of work: 

Full Time  - 35 hours per week

Closing Date:

12 noon – 07/10/2026
(The Hospital reserves the right to close the competition early should a substantial number of applications be received)

Position Summary:

Medical Records Department

The Healthcare Record is vital in the delivery of safe, high quality care to patients.  The Medical Records Department works with other hospital departments to ensure Healthcare Records are managed in such a way as to comply with the National Hospitals Office Code of Practice for Healthcare Records Management (2007).  Staff working in the department must be familiar with these standards and with all local policies and procedures for Healthcare Records Management. The Medical Records Department is divided between a number of sites within the hospital and the post holder may be moved between these as the service requires.

The Staff Member is required to be flexible, and undertake duties to support the work of the department as a whole.  This can range from answering the phone, tracking, filing and retrieving charts, dealing with queries and complaints to assisting with training of staff as required. 

Principal Duties and Responsibilities:

General Duties
• To provide an effective and efficient service.
• Deal with queries and requests from the wards, clinical areas and Medical Records.
• Retrieve charts for elective procedures
• Assist with weeding of charts in the library.
• Maintenance, problem identifying and solving of issues in the department.
• General up-keep of the library in partnership with all staff in the department.
• Manage telephone queries and complaints – refer to Team Leader/Medical Records Manager as appropriate.
• Provide cross cover for various areas within the Medical Records Department for lunch, to cover absence etc.
• Assist as needed with daily operating issues.
• Maintain accurate statistics.
• Split charts in line with agreed procedures, including volume maintenance.
• Recover charts when necessary.
• Amalgamate temporary and original charts.
• Scan records in line with agreed policies and procedures.
• Assist with the rollout of RFID.

Other Duties
• Carry out audits as required.
• Participate in hospital committees / working groups as required.
• Other duties as may be deemed necessary in the future with changes in Medical Record Management policies and practices.
Personal
• Ensure compliance with hospital policies regarding absenteeism and other HR policies as available on the hospital intranet.
• Ensure compliance with mandatory training eg. Hand hygiene, manual handling and fire training.
• Undertake such training as is made available or is deemed necessary to ensure efficient work practices eg. Computer skills training, Healthcare Records Management etc.

This job description represents the main areas of responsibility and is subject to review and amendment in the light of developments.

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) Obtained at least grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied..

Or

(ii) Passed an examination of at least equivalent standard

Or

(iii) Satisfactory relevant experience which encompasses demonstrable equivalent skills

And

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

2. Age

Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs.

3. Health

Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

4. Character

Candidates for and any person holding the office must be of good character.

Previous clerical experience is essential.

Desirable

Knowledge of the department structure & systems
Knowledge of BHIS/ PACS / RIS
Good telephone manner
Experience in dealing with the public
Awareness of all hospital functions
Team work skills
Verbal and written communication skills.

Further Information for Candidates:

The Hospital: www.beaumont.ie

Management Unit: www.beaumont.ie/hr

Please be aware that Beaumont Hospital will never ask candidates to pay money at any stage of the recruitment process. Any requests for payment, bank details, or financial information in connection with a job application should be treated as fraudulent. If you receive such a request claiming to be from Beaumont Hospital, please do not respond and report to the recruitment department immediately

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

Name: Caroline Spencer

Title: Liaison and Support Manager

Email Address: CarolineSpencer@beaumont.ie 

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