Overview
Post Title: Clerical Officer Grade III- Ward ClerkPost Status: PermanentDepartment Neurocent DirectorateLocation: Beaumont Hospital, Dublin 9 Reports to: Directorate Support Supervisor/Directorate Support ManagerSalary: Appointment will be made on CLERICAL OFFICER GRADE (€29,810 - 45,335 46,948 LSI) at a point in line with Government pay policy. Hours of work: 35 hours (Full Time)Closing Date: 12/03/2025 @5.00 Pm The successful candidate will assist in the provision of an effective, consistent and efficient level of administrative support at ward level. This post will also provide a cross-cover service within the Neurocent Directorate on an as required basis, as per service and line manager requirements. Other duties may include (but are not limited to):The primary responsibility of the Ward clerk role is the maintenance of the patient’s healthcare record.Flexible working approach as per demands of the busy Neurocent Directorate serviceTo provide an efficient, friendly, clerical support service to internal and external customers. Serve as a clerical resource person for the nursing team for individual aspects of patient care. Serve as a communication link between the healthcare team, patients, families and other hospital departments.
Responsibilities
Patients Healthcare Records Ensure that there is a healthcare record available for all patients attending the Ward.Ensure that all healthcare records are tracked in and out of the ward to the appropriate department e.g. Consultant Secretary, Coding Department or Medical Records Department in accordance with hospital policy.Report missing healthcare records - conduct a search within the Ward/Directorate, check possible location on the tracking system and report the outcome to the Medical Records Department and the Clinical Nurse Manager/Nurse in Charge.Ensure that healthcare records are maintained during the patient’s episode of care 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, liaising with the Medical Records Department (QC section) regarding the splitting or recovering of healthcare records as required.Ensure that a weekly Chart Tracking Audit is carried out in line with the Healthcare Records Tracking Policy and SOP.Ensure any labels/stickers within chart are from current admission and that any from previous episodes are removed. Ensure that the healthcare record on discharge of the patient is managed in accordance with Healthcare Records Management Policies and Procedures and then sent to the Coding Department. Reception Receive and process telephone enquiries.Make outgoing calls as directed by the Clinical Nurse Manager.Receive visiting staff and visitors to the Ward and assist with their enquiries.Direct visitors to patients as appropriate. General Verify and maintain accuracy of bed census.Update computer system with bed changes, discharges and notify Admissions of changes in patients’ details.Ensure Death Certificates are completed by relevant teams.Liaise with Clinical Nurse Manager/ Nurse in Charge regarding patients due for discharge.Book transport through Main Reception desk if appropriate. Ensure that outpatient appointments are made for patients due for discharge. Ensure that all x-rays are managed appropriately. Maintain good office procedures, sort and distribute post, order and maintain appropriate levels of stationary in the unit, monitor and maintain office equipment and supply inventory. Ensure that each patient signs a Patient Eligibility Form and any other relevant documentation on admission as required.Report any maintenance work required on ward to Technical Services Department as directed by Clinical Nurse Manager / Nurse in charge. Be familiar with the appropriate standards in relation to evaluation of infection control data, compliance with hygiene audits and the hospitals infection control policies and procedures.Photocopying / Emailing as directed. Co-ordinate the administrative aspects of High Tech prescriptions in accordance with Unit Policy. Complete appropriate hospital mandatory training.Identify opportunities for improvement and initiate steps to accomplish same.
Qualifications
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. Mandatory:1. Professional Qualifications, Experience, etc(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 fivesubjects from the approved list of subjects in the Department of Educationestablished Leaving Certificate Examination or Leaving CertificateVocational Programme or Leaving Certificate Applied..Or(ii) Passed an examination of at least equivalent standardOr(iii) Satisfactory relevant experience which encompasses demonstrable equivalent skillsAnd(b) Candidates must possess the requisite knowledge and ability, including ahigh standard of suitability and administrative ability), for the proper discharge of the office. Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Enquiries email address)Name:Gillian CurranTitle:Directorate Support ManagerEmail address:Gilliancurran@beaumont.ie