Consultant Secretary

Location: On site / Dublin, Ireland
job type: Permanent / Full-time
Sector and subsector: Medical & Healthcare Administration
Salary: Competitive salary

Job Description

Job Title: Consultant Secretary

Department: Cancer Service / Beacon Breast Centre

Reports to: Breast Care Programme Manager/ Breast Surgeon

Date: 2026

Purpose of Job

Our mission is to provide exceptional patient care in an environment where quality, respect, caring and compassion are at the centre of all we do.

The purpose of this role is to provide secretarial support for the running of the Breast Centre long term follow up clinics. The running of the clinic will include dealing with telephone enquiries from patients, booking appointments, tests and procedures, getting charts ready for clinics, collecting payment, dictation and any other administrative duties.

Key Responsibilities and Deliverables

• Answer incoming telephone calls and deal with them accordingly. Ensure the patient is correctly identified as per our hospital policy.
• Book appointments and arrange clinic lists as per consultant orders.
• Building and maintaining patient database for specific consultant requirements.
• Liaise with relevant hospital staff and department with regards to booking tests and procedures.
• Preparing charts for clinics with necessary documentation and patient information.
• Verify insurance details, ensure payments have been obtained and issue patients receipts.
• Complete typing and follow up for all patient related correspondence as necessary.
• Ensure GP's receive clinic letters and management plans.
• Ensure that the patient signature and processing of bills are carried out according to policy and procedure.
• Understand the Insurance claim methods and types of cover relevant for procedures in Beacon.
• Act as the first point of contact for patients, answer general questions and direct individuals to the appropriate person.
• May be required to perform miscellaneous duties.
• Liaise effectivity with the referring physician, staff and patients.
• Works well with others, in a collaborative manner.
• Works in collaboration with the breast liaison nurse and nurse specialist group.
• Proficient in the use of all Beacon Hospital IT systems including T Pro and medserve.
• Provide reassurance to patients while maintaining professional boundaries.

Confidentiality

• You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality. You will not discuss workings of the Hospital or its patients with people outside the Hospital in the course of your work. You will be required to adhere to GDPR policy and standards at all times and comply with all professional requirements.
• The successful candidate will be required to maintain and enhance their professional knowledge, skills and aptitudes necessary to respond to a changing situation.

Person Specification

Qualifications

• Leaving Certificate or equivalent
• FETAC Level 5 Course in Medical Administration is desirable

Experience

• At least 2 years of medical administrative experience preferably in a front-line role in a pressurised environment

Job Specific Competencies and Knowledge

• Understand how a medical practice is organized.
• Understands the importance of patient dignity and respect.
• Understands the importance of patient care and ensuring follow up plans are actioned accordingly.

Customer Service

• Ability to manage distressed or anxious patients.
• Puts the patient at the centre of their work.
• Strong communication and telephone manner.

Personal Effectiveness

• Maintains a professional, friendly and approachable manner.
• Complies with policies and procedures with keen attention to detail
• Assume responsibility for one's work and takes initiative in daily tasks.
• Works well under a high intensity environment.
• Motivated to care about patients.
• Maintains dignity, compassion and empathy in all patient interactions.

Team Work

• Exhibits ability to work as a member of a team in daily performance of duties by helping others, communicating and handing over information effectively.
• Sees the impact of one's actions on the wider team.

Problem Solving and Continuous Improvement

• Can problem solve independently and in a timely manner.
• Is always looking for ways to improve the patient experience.
• Is always looking for new ways of working and optimising processes.

Quality and Patient Safety

• Complies with all patient safety requirements to include patient identification, data protection, accurate recording of information and maintaining a safe and healthy work environment.
• Assist with audit and research projects.

Flexibility and adaptability

• All posts in Beacon Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required.

This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing. As the Hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the Hospital.