Grade IV Clinic Secretary 

Post Title:

Grade IV Clinic Secretary - Confined Competition – Internal Applicants Only’

Post Status:

Specified Purpose Contract 

Department

Care of the Elderly Day Hospital

Location:

St. Joseph’s Hospital, Raheny   

Reports to:

Operations Lead  

Salary:

Appointment will be made on Grade IV scale €35,256 to €54,370 LSI at a point in line with Government pay policy. 

Hours of work: 

Part Time, 28 hours per week

Closing Date:

12 noon on 17/6/2025

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

Position Summary:

The role of a Grade IV in St Joseph’s Day Hospital Raheny will require specific skills 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). Some of these specific tasks across the campus are
highlighted below. This can range from preparing and sitting clinics, booking clinic appointments, tracking new referrals and charts, filing, ordering charts from Medical Records Department Beaumont Hospital. Dealing with queries and complaints from eg. PALS office, patient’s families and patients.

Assist in the overall management of the office. Schedule clinic appointments for both Nurse
and Consultant Led Clinics. Tracking all new referrals onto BHIS. 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 retrieve necessary inventory. Contact patients prior to their appointment (letter, text via EfficienC, 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; pull, prepares and sit clinics located in SJR Day Hospital.  Provide cross-cover across campus as and when directed by Operations Lead and/or Business & Operations Lead. Provide reception/clerical support dealing with queries and following through on requests for all clinics. Plans and organises work to comply with established deadlines and priorities.

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.

Mandatory training

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

Handover: 

Ensure you give/receive an efficient hand over to colleagues prior to any leave.

 
Technology:

Use appropriate technology to ensure work is completed to a high standard. Ensuring integrity of data quality through accuracy of data input when registering or updating patient details on the BHIS. Any additional information or changes to biographical data (Change of address, change of mobile number, NOK, GP, referring hospital etc) must be validated.

These are some of the IT systems you will be required to use: Q-Pulse Document Management, T-Pro, McKesson, BHIS, PIPE, Microsoft Word, Excel & Outlook, and EfficienC, iCIMS, Staff Intranet, BORIS, CLOCKWISE, Theatre system and DIVER-7. This list is not exhaustive.

Organise and attend meetings:

Briefings and training sessions as required. This may include taking 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:

Given to Consultant and Nurse Led Clinics – date, track and get triaged.

Competencies

As per the Grade IV panel requirements. The ability to communicate effectively both orally and in writing
and provide empathy in difficult situations is necessary. 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. Excellent
organisational skills required.

Clinical Secretary – Care of the elderly – Day Hospital

• Consultant Led Clinic – Manage, prepare and sit in an outpatient based clinic. Ensuring 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. Ensuring all
  appropriate clinical documentation and investigative results both internally and externally are
  obtained prior to clinic.
• Referrals to Consultant and Nurse Led Clinics – date, track and get triaged.
• Proficient on the OPD Referral Tracking for both Consultant and Nurse Led clinics on BHIS.
• Liaising with assigned Nurse for daily clinical queries and retrieving outstanding any 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, Admissions, Sub admissions, etc.
• Liaise with any necessary supporting departments.
• Liaise with external hospitals, health care providers and GPs as required.
• Responsible for General Office Duties, e.g. filing, scanning, post, supplies, etc.
• Support new practices and procedures.
• Drafting of SOPs.
• Any other ad hoc duties requested by consultants and managers

Desirable:

·         The ability to communicate effectively both verbally and in writing.

·         Experience working in a team environment. 

·         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 organizational skills.

Informal Enquiries ONLY to:

Name:

Siobhan Comerford

Title:

Operations Lead

Email address:

siobhancomerford@beaumont.ie