Grade IV Officer – Medical Clinical Secretary

Job Summary:

The role of a Grade IV in the Directorate Structure may require specific roles and responsibilities. It is
expected that a Grade IV in the Directorate will provide cross cover when appropriate within the
Directorate (e.g. sick leave, annual leave etc). Some of these specific roles within the Directorate are
highlighted below. This can range from preparing and sitting clinics, booking clinic appointments,
answering the phone, tracking new referrals and charts, filing, retrieving charts throughout the
hospital – including daily trolley delivery to and from the Anaesthetics department. Dealing with
queries and complaints from the PALS office.

Grade IV Job Summary

Assist in the overall smooth running of the office. Schedule clinic appointments for the Nurse Led
Clinics daily and Consultant Led Clinics. Prepare clinical paperwork for Nurse Led 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 supply 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 sits Nurse Led & Consultant Led clinics
located in IKA Beaumont Hospital. Provide cross-cover within CCAD Directorate 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

is 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 with any additional information or changes to biographical data
(Change of address, change of mobile number, NOK, GP, referring hospital etc).

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, EfficienC,
iCIMS, Staff Intranet, BORIS, CLOCKWISE, Theatre system and DIVER-7.

Organise and attend meetings:

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

Referrals:

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

Charts:

Pulling Health Records of daily clinics am and pm. Transporting charts to and from Main
hospital –v- IKA building on a daily basis. Tracing missing charts.

Aware of the directorate KPI’s, goals and objectives and working with the Directorate Support
Manager to achieve same.

Under general supervision and following established policies and procedures, provides secretarial
and administrative support for a clinical service.

Plans and organises work to comply with established deadlines and priorities.

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 – Anaesthetic Pre-Operative Assessment

•  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 Clinic – for Inpatients/Day Cases/Neuro/Transplant patients.
  Inputting all referrals onto the departmental database. Contacting patients, booking appointments
  into BHIS clinic book, obtaining clinical documentation and investigative results both internally and
  externally with other hospitals and GP practices, preparing documentation for clinic, movement of
  charts to and from the Anaesthetic Consultants, chart retrieval and supporting the Sub-Admissions
  officers.
• Transplant Patients – Liaising with secretaries and co-ordinators in relation to the booking of
  appointments, outcomes, test results and queries for both Consultant and Nurse Led clinics.
• 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.
• A3 patients on arrival to clinic & D3 patients upon consultation with Consultant or Nurse, closing of
  clinic book, daily.
• Liaising with assigned Nurse for daily clinical queries and retrieving outstanding any information.
• Communicating the outcome of patients Preassessment to centralised waiting list office, saving
  waiting list cards on the corporate file share and updating BHIS with POA and maintain departmental
  database daily.
• Support a departmental emailservice, on a continuous basis.
• Support a departmental phone and voicemail service.
• Liaise with patients to provide information in relation to clinic appointments, what the Anaesthetic
  Service entails and handle relevant patient queries.
• Liaise on a regular basis with Anaesthetic Consultants to ensure highest quality care for patients.
• Liaise and support NCHDs in relation to the Pre-operative Consultant Led Clinic and the service
  provided by the Pre-operative Department.
• Liaise with MDT within the hospital, e.g. consultants, NCHDs, Clinical Secretaries, Admissions, Subadmissions, etc.
• Liaise with supporting departments, e.g. Cardiac Investigations, Pulmonary Function, Phlebotomy,
  ECG, Radiology for results and appointments. Outsourcing of investigative tests to other hospitals.
• Liaise with external hospitals, health care providers and GPs.
• 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

Selection Criteria: 

https://www.hse.ie/eng/staff/jobs/eligibility-criteria/ Please ensure to check HSE mandatory 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:

In exercise of the powers conferred on me by Section 22 of the Health Act 2004, I hereby approve the qualifications, as set out hereunder, for the appointment and continuing as Assistant Staff Officer, Grade IV in the HSE. 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 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.

2. 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.

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

Name: Edel Bates  

Title : Business Lead

Email address: edelbates@beaumont.ie