Clinical Secretary Grade IV Officer - St Josephs Day Hospital

Overview

Post Title: Grade IV Clinical Secretary

Post Status: Temporary

Department: Care of the Older Person St. Joseph's Day Hospital, Raheny

Location: St. Joseph's Hospital Campus, Raheny & Affiliated Sites

Reports to: Directorate Support Manager or other nominated Officer

Salary: Appointment will be made on GRADE IV - CLERICAL (€36,109 - €52,235, LSI €53,829, LSI2 €55,463)

Hours of work: Part time, 28 hours

Closing Date: 12 Noon on 26/05/2026

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).

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 DNAs.
• 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.
• Clinic Preparation, order patient charts, prepare and sit Nurse Led & Consultant Led clinics located in SJR Day Hospital. Provide cross-cover across campus as directed.
• Provide reception/clerical support dealing with queries and following through on requests for both Nurse Led & Consultant Led clinics.
• Transcribe and type materials to include all correspondence on clinics and notes where applicable. Proof read, edit material for grammar, punctuation and spelling.
• Monitor departmental email, and manage queries through to completion.
• 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 stationery level in the office. Assist in the overall smooth running of the office. Handle all external & internal telephone enquiries professionally.
• Courses must be up to date at all times. Undertake training when deemed necessary to ensure efficient work practices.
• Attend briefings and training sessions as required. Record minutes at meetings and prepare minutes for circulation following the meeting in a timely fashion. Support departmental meetings within the campus with minute taking and drafting of an agenda.
• Give to Consultant and Nurse Led Clinics - date, track and triage.
• Order patient records of daily clinics am and pm on the organisations medical records portal. 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.

This job description indicates the main functions and responsibilities of the post and is subject to review and amendment.

Qualifications

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.

Mandatory

• Professional Qualifications, Experience, etc.
• Eligible applicants will be those who on the closing date for the competition 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.
• 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 Irish. Candidates should have obtained at least Grade C or equivalent on higher level papers in three subjects in that examination.
• Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.
• 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).
• Candidate must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
• Age restriction shall apply only if not classified as a new entrant; must be under 65 years of age on the required date.
• Health: fully competent and capable of undertaking the duties attached to the office and be in a state of health indicating a reasonable prospect of regular and efficient service.
• Character: of good character.

Experience:

• 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 skill.

Desirable: Previous administration experience in a Clinical Setting.

Supplementary information

Hospital website: