Medical Secretary Admin Services Department

Working hours will be in line with service needs. All applicants must be willing to work across a number of departments within the Admin Services area.

The working day is can be anywhere between 8.00am - 8.00pm

More details available in the attached Job Description

Purpose of the Post

The main purpose of the post is to provide secretarial cover to the relevant Department. Duties may vary but duties specific to the department will be made available to you during the training period.

Main Duties & Responsibilities

· Provide secretarial/administrative support to the relevant team.

· Provide secretarial/administrative support to relevant Consultant/s and their team.

· Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard

· Responsible for the accurate typing of correspondence to all relevant clinicians and medical practitioners.

· Work in a professional manner at all times while on duty.

· Management and prioritising of workload and ensuring deadlines are met and that service levels are maintained.

· Support the Administration Services Manager and Assistant Administration Services Managers in ensuring the service operates effectively and efficiently.

· Have excellent communication skills, deal with all queries and telephone calls in a courteous manner, and follow up as required.

· Communicate with patients, Consultants and General Practitioners in a caring and courteous manner at all times.

· Responsible for maintaining confidentiality of data, including patient information at all times.

· Maintain quality standards and policies.

· Ensure management of all patient information is completed in accordance with the Code of Practice of Healthcare Records Management Guidelines 2007.

· Ensure all HCR are appropriately tracked at all times while in your care and when leaving your office.

· Ensure all documentation/lab work is appropriately followed up and subsequently filed in patients HCR.

· Monitor and evaluate procedures within own area of responsibility to ensure a client centred quality service is delivered and strive to ensure full compliance with best practice.

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

· Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying the Administration Services Manager/Assistant Administration Manager.

· Ensure that service users are treated with dignity and respect.

· Provide information, instruction, training and supervision of staff member under your remit, if applicable, in the context of management of Health & Safety such as PPE usage, chemical safety etc.

· Planning, organising and prioritising tasks assigned by the Supervisor/ Line Manager and setting objectives for completion of these tasks/duties.

· Implement agreed changes to administration of the service.

· Maintain own knowledge of relevant Hospital 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 PPPGs 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 Hospital protocols for implementing and maintaining these standards.

· Assist the Department in the training in of new staff and students to the Department / area as directed.

· Co-operate with maintenance and future development of Information Technology within the department and throughout the hospital generally.

· Attend mandatory training and any other recommended training.

· Work co-operatively within the group and across Departments and services to achieve goals

· Foster a collegiate environment.

· Have the ability to understand and be tolerant of differing needs and viewpoints.

· There is a responsibility on all staff to participate in internal and external audits and review as appropriate.

· To work in a manner with due care and attention to safety of self, patients, staff and other persons in the workplace with reference to the Health, Safety at Work Act 2005

· To report immediately to Supervisors/Line Managers/ nominated persons, any accidents or incidents involving patients, staff and/ or members of the public in line with hospital policy

· To comply and be familiar with all hospital policies and procedures and in particular those relating to Safety, Health and Welfare, Infection Control, Hygiene, Risk Management and Decontamination

· Any other duties appropriate to the post that may be assigned from time to time by the Chief Executive, Administration Services Manager, Assistant Administration Services Manager or other authorised officer.