Grade IV Clinical Secretary

Overview

Post Title:

Grade IV Clinical Secretary

Post Status:

Permanent Contract

Department

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

Location:

St. Joseph's Hospital Campus, Raheny

Reports to:

Directorate Support Manager

Salary:

Grade IV Salary

€36,470 to €56,018 LSI

Hours of work:

Part Time 28 Hours per week

Closing Date:

12 noon on 11/9/2026

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 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 allappropriate clinical documentation and investigative results both internally and externally areobtained 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 serviceprovided 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 manager
• 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 bothNurse Led & Consultant Led clinics.

Typing:

T-pro - transcribe and type materials to include all correspondence on clinics and notes whereapplicable. 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 toensure 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 SupportManager to achieve same.

Plan and organise work to comply with established deadlines and priorities.

Qualifications

Mandatory

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

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 statutoryhealth agencies, or a body which provides services on behalf of the HSE under Section38 of the Health Act 2004.

Or

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

Or

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

Or

(iv) Hold a comparable and relevant third level qualification of at least level 6 on theNational 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 levelpaper is not acceptable.

Candidates must have achieved these grades on the Leaving Certificate Established programmeor 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 ofsuitability, for the proper discharge of the office.

Age

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

Health

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

Character

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

Desirable

• Previous administration experience in a Clinical Setting.
• 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.