Medical Secretary – Emergency Department

Overview:
Post Title:
Emergency Department – Medical Secretary, Medical Typist

Post Status:
Specified purpose contract: 03/07/2023 – 27/08/2023

Department

Emergency Department

Location:
Beaumont Hospital, Dublin 9

Reports to:
Emergency Department Admin Manager,

Business Manager

Salary:
Appointment will be made on GRADE IV – CLERICAL (€31,547 – €47,335, LSI €48,839, LSI2 €50,348 ) at a point in line with Government pay policy, pro rata.

Hours of work:
Full-Time 35 hours per week (Mon to Fri)

Closing Date:
12 Noon on Monday 27th March 2023

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

Responsibilities:
Position Summary:
The purpose of this role is to provide a confidential, efficient, effective and comprehensive administrative and clerical support service to Emergency Medicine Consultants.

Key Responsibilities

Responsible for the administrative management clinics.

Responsible for the accurate typing of correspondence to other medical practitioners and clinicians.

Management of patient charts.

Ensuring the management of cancelled, reschedules and D.N.A appointments on a daily basis.

Liaising with relevant staff of the department concerning any difficulties or queries regarding clinical information.

Communication with patients, Consultants and General Practitioners.

Responsible for maintaining confidentiality of data, including patient information.

Maintain quality standards and policies.

Ensuring compliance with Freedom of Information legislation as it applies to the post of medical secretary.

Planning, organising and prioritising tasks assigned by the Line Manager and setting

objectives for completion of these tasks/duties.

Ensuring that area goals are met on a daily/weekly/monthly/annual basis.

Administration

Ensure the efficient day-to-day administration of area of responsibility.

Ensure deadlines are met and that service levels are maintained.

Ensure an even distribution of workload among team, taking into account absence due to annual leave etc.

Use appropriate technology to ensure work is completed to a high standard.

Ensure that archives and records are accurate and readily available.

Maintain confidentiality of documentation, records, etc.

Ensure line management is kept informed of issues.

Organise and attend meetings as required.

Competencies:
Professional Knowledge & Experience

Knowledge of Hospital based IT systems relevant to the role

Knowledge of Organisation/Hospital Services

Knowledge of medical terminology

Knowledge of digital dictation (e.g. TPRO/G2)

Maximises the use of ICT, demonstrating excellent computer skills particularly Microsoft

Office, Outlook etc.

Demonstrate the ability to work in line with relevant policies and procedures

Planning & Managing Resources

Strong planning and organising skills including, prioritising, structuring and organising own work load effectively

The ability to use computer technology effectively for the management and delivery of results

The ability to take responsibility and be accountable for the delivery of the service

A logical and pragmatic approach to workload, delivering the best possible results with the resources available

Evaluating Information, Problem Solving & Decision Making

The ability to gather and analyse information from relevant sources, weighing up a range of critical factors to develop solutions and make decisions as appropriate

Ability to recognise importance of specific requests or correspondence

Ability to make sound decisions with a well-reasoned rationale and to stand by these

Team Working

The ability to work both independently and as part of a team

The ability to establish good working relationships with a wide range of internal and external stakeholders.

Capacity for management responsibility and initiative as well as leadership potential and strong team skills.

Commitment to Providing a Quality Care

Demonstrate understanding of, and commitment to, the underpinning requirements and key processes in providing quality, patient-centred care.

Demonstrate an ability to monitor and evaluate service performance and levels of care.

Communication and Interpersonal Skills

Excellent communication and interpersonal skills

The ability to build and maintain relationships with colleagues and other stakeholders to assist in performing the role

The ability to engage effectively with a range of stakeholders

The ability to remain calm under pressure and to be proactive, self-sufficient and reliable Selection 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.

Qualifications:
Mandatory:
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.

Excellent typing skills, including Dictaphone typing (in excess of 45wpm) Speed and accuracy must be demonstrated by a recent certificate.

Desirable:

• At least 1 year’s secretarial/administrative experience.
• Previous relevant hospital/healthcare experience
• Excellent typing skills, including Dictaphone typing (in excess of 60wpm)
• Strong knowledge of medical terminology
• Excellent IT skills, including proficiency in MS Office suite

Supplementary information:
The Hospital www.beaumont.ie

Informal Enquiries ONLY to:
Name: Mr Paul Pearson

Title: Directorate Business Manager

Email address: [email protected]

Telephone: 01 809 2710