Grade IV - Clinical Secretary at Beaumont Hospital

Dublin, Leinster, Ireland -

Full Time

Start Date

Immediate

Expiry Date

03 May, 26

Salary

51406.0

Posted On

02 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Clerical Support, Data Quality, Medical Records Management, Office Procedures, Appointment Scheduling, Communication Skills, Teamwork, Attention to Detail, Time Management, Microsoft Office Suite, Keyboard Skills, Customer Service, Confidentiality, Problem Solving, Organizational Skills, Adaptability

Industry

Hospitals and Health Care

Description

Overview Post Title: Grade IV Clinical Secretary Post Status: Permanent Department TUN Directorate Location: Beaumont Hospital, Dublin 9 Reports to: Directorate Support Supervisor with regard today today clerical duties, quality of work performance, training needs and personal issues. Salary: Appointment will be made on the Grade IV scale (€35,256 - €51,206 - 54,370 LSIs) at a point in line with government pay policy. Hours of work: Part Time 17.5 Hours Closing Date: 12.00pm on Tuesday 10th Feburary 2026 Please note the hospital reserves the right to close the competition early should a substantial number of applications be received. Job Summary Under general supervision and following established policies and procedures provide an effective and efficient secretarial service to the Urology Consultants as part of a team in the Urology Outpatient Service. Plan and organise work to comply with established deadlines and priorities. Provide reception/clerical support in the outpatient clinics, and deal with requests and queries. Plan and organise work to meet workload needs and priorities. It is expected that a Grade IV in the Directorate will provide cross cover when appropriate within the Directorate (e.g. sick leave, annual leave etc). Provide a variety of administrative functions and an efficient and effective clerical service to the Directorate. Assist in the planning, co-ordinating and directing of the daily operation of the Directorate. Aware of the directorate KPI’s, goals and objectives and working with the Directorate Support Supervisor and Directorate Support Manager to achieve same. Responsibilities Operational management Participate in the development and management of appropriate and relevant SOPs Establish good office procedures in terms of consumable management Be familiar with the appropriate standards in relation to evaluation of infection control data, compliance with hygiene audits and the hospital’s infection control policies and procedures etc Data Quality To be aware that the quality of data regarding all activity within the Directorate is of the highest quality Data Quality – familiarity with hospital projects in relation to healthcare records. Urology Service The Urology Service at Beaumont Hospital provides a comprehensive service for the diagnosis and management of patients with conditions associated with the male and female urinary tract and male reproductive system including kidney, bladder, prostate, testicles and penis. This includes cancers and also issues relating to benign conditions including but not limited to benign prostate hypertrophy, renal stones, interstitial cystitis and painful bladder syndrome. The Urology Multi-disciplinary team work closely together to provide this service. The team comprises; Consultant Urologists and their medical staff, Candidate Advance Nurse Practitioners, Clinical Nurse Specialists and Administrative Staff. KEY TASKS Urology Outpatient Service As part of the Urology OPD Support Team manage the secretarial workload attached to the Urology Consultant’s Outpatient Clinics Responsible for clinic preparation i.e. pulling and preparing Medical Records for patients scheduled to attend outpatients Sitting in clinics to register patients as they attend Manage and schedule outpatient appointments Transcribe and type materials to include all correspondence from clinics on T-Pro Proof-read and edit material for grammar, punctuation and spelling File letters and reports regarding patients in patient’s medical record Enter referrals on hospital tracking system within 24 hours of receipt and update tracking system as appropriate Pull charts in response to consultant/patient queries Answer and route telephone calls to relevant colleague and other staff Open and sort mail including emails Ensure accurate data collection Monitor and maintain office equipment and supply inventory. Medical Records: Ensure that healthcare records are maintained in accordance with the Healthcare Records Management Policies and Procedures. This includes but is not limited to ensuring all elements of the healthcare record are filed appropriately, that there are sufficient blank continuation sheets inserted to facilitate recording of the patients care, repairing continuation sheets and liaising with the Medical Records Department (QC section) regarding the splitting of healthcare records as required Ensure that there is a healthcare record available for all patients attending Outpatients Ensure that all healthcare records are tracked appropriately in line with hospital policy Ensure labels for relevant clinic visit/episode of care are available in patients chart and that any front sheets or labels from previous episodes are removed Ensure that a monthly Chart Tracking Audit is carried out in line with the Healthcare Records Tracking Policy and SOP. General: Manage the secretarial workload attached to the Consultant’s Outpatient Clinics, and general administrative duties. Assist in the overall smooth running of the office. Open and sort mail, schedule meetings, maintain departmental files and records, collect and record information on hospital and departmental databases, compile and distribute reports, monitor and maintain office equipment and supply inventory Duties must be carried out in such a way that will ensure timely communication of information on patients to the relevance G.P’s and other agencies Fill in for absent staff when required Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital Perform such duties as appropriate to the office as may from time to time be required Participate in the provision of cover for the clerical pool of staff within the Directorate. The job description is an outline of the post as it is currently perceived by the hospital and will be subject to review and amendment. This job description will therefore be subject to change in light of the various strategies for the hospital and the development of the Clinical Directorate model and any future developments that arise and will evolve and change over time. Qualifications Selection Criteria https://www.hse.ie/eng/staff/jobs/eligibility-criteria/ Please ensure to check HSE mandatory 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. Mandatory: Candidates must have at the latest date of application: - 1. Professional Qualifications, Experience (a) Eligible applicants will be those who on the closing date for the competition: (i) Obtained at least grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied. Or (ii) Passed an examination of at least equivalent standard Or (iii) Satisfactory relevant experience which encompasses demonstrable equivalent skills And (b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office based on the skills competencies and knowledge for the post. Health A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. Character Each candidate for and any person holding the office must be of good character. Desirable: Good working knowledge of Microsoft Office Suite (Word, Excel, Outlook) Experience working in a healthcare environment Excellent keyboard skills Informal enquiries: Katiekearns@beaumont.ie

Responsibilities

The Clinical Secretary will provide an effective secretarial service to Urology Consultants, manage the secretarial workload for outpatient clinics, and assist in the daily operations of the Directorate. Responsibilities include scheduling appointments, managing medical records, and ensuring data quality.