26UHWM0205 Medical Secretary - Grade IV (Assistant Staff Officer) Supplementary Campaign

University Hospital Waterford•Waterford, MI

11d•Onsite

About The Position

The position of Medical Secretary Grade IV encompasses both managerial and administrative responsibilities. This role is responsible for the administrative management of outpatient clinics, admissions, and day cases for the relevant clinician. Key duties include accurate typing of correspondence, management of patient charts, conducting audits in consultation with the line manager to ensure best practice, and preparation of statistical data relevant to the specialty. The role also involves managing waiting lists (both inpatient and outpatient) using the IPMS system in line with national guidelines, ensuring the efficient handling of cancelled, rescheduled, and DNA appointments. Communication is a significant aspect, involving liaison with relevant staff, next levels of the organization, patients, consultants, and general practitioners. Maintaining confidentiality of data, including patient information, is paramount. The Medical Secretary is expected to maintain quality standards and policies, monitor and evaluate procedures to ensure a client-centered quality service, and make decisions within clearly defined policies. Compliance with Freedom of Information legislation is also a key responsibility. The role may also involve acting as secretary to other groups or committees as required. Managing performance, accuracy, and efficiency of workload, planning, organizing, and prioritizing tasks, and ensuring area goals are met are crucial. Interpretation and implementation of Hospital and Health Board policies and procedures are also part of the role. The role requires efficient day-to-day administration, meeting deadlines, maintaining service levels, and ensuring an even distribution of workload among the team. Support for the preparation and issuing of office documentation, use of appropriate technology, and ensuring archives and records are accurate and readily available are also expected. Maintaining confidentiality of documentation and records, keeping line management informed of issues, and ensuring the service is informed and their views are communicated to middle management are important. Organizing and attending meetings, taking minutes, and preparing them for circulation are also duties. The role includes supporting and participating in sustainable energy, water, and waste initiatives. Promoting and maintaining a customer-focused environment, monitoring service efficiency, ensuring service users are treated with dignity and respect, and acting on feedback are key customer service responsibilities. Implementing agreed changes, encouraging staff through change processes, and maintaining knowledge of relevant HSE policies, procedures, guidelines, and practices are essential for service delivery and improvement. This includes knowledge of relevant regulations and legislation (Financial Regulations, Health & Safety, Employment, FOI Acts) and compliance with HIQA Standards and other applicable standards and protocols.

Requirements

Typing of correspondence
Management of patient charts
Conduct audits of procedures
Preparation and completion of statistical data
Management of cancelled, reschedules and D.N.A appointments
Management of Inpatient Waiting List on IPMS
Management of Outpatient Waiting List on IPMS
Liaising with relevant staff
Communication with the department and next level of the organisation
Communication with patients, Consultants and General Practitioners
Maintaining confidentiality of data, including patient information
Maintain quality standards and policies
Monitor and evaluate procedures
Making decisions within clearly defined policies
Ensuring compliance with Freedom of Information legislation
Managing the performance, accuracy and efficiency of workload
Planning, organising and prioritising tasks
Interpretation and implementation of Hospital and Health Board policies and procedures
Efficient day-to-day administration
Ensure deadlines are met
Ensure service levels are maintained
Ensure an even distribution of workload among team
Support the preparation and issuing of office documentation
Use appropriate technology
Ensure that archives and records are accurate and readily available
Maintain confidentiality of documentation, records, etc.
Organise and attend meetings
Take minutes at meetings
Promote and maintain a customer focused environment
Implement agreed changes to administration of the service
Encourage and support staff through change processes
Maintain own knowledge of relevant HSE policies, procedures, guidelines and practices
Maintain own knowledge of relevant regulations and legislation e.g., Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts etc.
Ensure consistent adherence to procedures within area of responsibility
Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role
Comply with associated HSE protocols for implementing and maintaining these standards

Nice To Haves

Contribute to the development of the post while in office.

Responsibilities

Responsible for the administrative management of outpatient clinics, admissions and day cases for the relevant clinician.
Responsible for the accurate typing of correspondence to other medical practitioners and clinicians.
Management of patient charts.
In consultation with line manager, conduct audits of procedures within the department to ensure best practice.
Preparation and completion of statistical data relevant to the speciality.
Ensuring the management of cancelled, reschedules and D.N.A appointments on a daily basis.
Responsibility for managing the Inpatient Waiting List on IPMS (Inpatient Management System) in line with the National Guidelines for scheduling of patients for surgery.
Responsibility for managing the Outpatient Waiting List on IPMS (Inpatient Management System) in line with the National Guidelines for scheduling of patients for clinic appointments.
Liaising with relevant staff of the department concerning any difficulties or queries regarding clinical information.
Communication with the department and to next level of the organisation.
Communication with patients, Consultants and General Practitioners.
Responsible for maintaining confidentiality of data, including patient information.
Maintain quality standards and policies.
Monitor and evaluate procedures within own area of responsibility to ensure a client centred quality service is delivered and strives to ensure full compliance with best practice.
Making decisions within clearly defined policies.
Ensuring compliance with Freedom of Information legislation as it applies to the post of medical secretary.
To act as appropriate as secretary to other groups or committees as may be required, from time to time.
Managing the performance, accuracy and efficiency of workload associated with duties and responsibilities of the grade 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.
Interpretation and implementation of Hospital and Health Board policies and procedures.
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.
Support the preparation and issuing of office documentation (correspondence, reports, etc) to the highest possible standard by monitoring and reviewing team work to ensure quality and accuracy.
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.
Ensure that the service is kept informed and that their views are communicated to middle management.
Organise and attend meetings as required.
Take minutes at meetings and prepare for circulation following meeting.
Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.
Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying supervisor of any deficiencies.
Ensure that service users are treated with dignity and respect.
Act on feedback from service users/customers and report same to supervisor.
Implement agreed changes to administration of the service.
Encourage and support staff through change processes.
Maintain own knowledge of relevant HSE policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team.
Maintain own knowledge of relevant regulations and legislation e.g., Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts etc.
Ensure consistent adherence to procedures within area of responsibility.
Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc and comply with associated HSE protocols for implementing and maintaining these standards.