Overview
Post Title: Grade IV Officer, High Speed TypistPost Status: Permanent Full TimeDepartment TUNLocation: Beaumont Hospital, Dublin 9 Reports to: Directorate Support ManagerSalary: Appointment will be made on Grade IV Officer Scale (€34,256 - €50,202, €53,304 LSI) at a point in line with Government pay policy.Hours of work: 35 hours per weekClosing Date: 3rd March 2025 @5.00Pm (The Hospital reserves the right to close the competition early should a substantial number of applications be received.) Position 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.
Responsibilities
Operational management: Participate in the development and management of appropriate and relevant SOPsEstablish good office procedures in terms of consumable managementBe 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. Renal Service: The Renal Service at Beaumont Hospital provides a comprehensive service for the diagnosis and management of patients with renal diseases and a fully integrated programme of renal replacement therapy for patients with End Stage Renal Disease (ESRD). This integrated approach offers all modalities of Renal Replacement Therapy i.e. Regular Haemodialysis, CAPD/CCPD, as well as a vigorous approach to Renal Transplantation.The Renal Multi-disciplinary team works closely together to provide this service. The team comprises; Consultant Nephrologists and their medical staff, Clinical Nurse Managers, Clinical Nurse Specialists, Staff Nurses, Counsellor, Technicians and Administrative Staff. Job Summary: Under general supervision and following established policies and procedures provide an effective and efficient secretarial service to the Nephrology Consultants as part of a team in the Nephrology 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). KEY TASKS Urology Outpatient Service: Responsible for clinic preparation i.e. pulling and preparing Medical Records for patients scheduled to attend outpatientsSitting in clinics to register patients as they attendManage and schedule outpatient appointmentsTranscribe and type materials to include all correspondence from clinics on eMed/T-Proof-read and edit material for grammar, punctuation and spellingFile letters and reports regarding patients in patient’s medical recordPull charts in response to consultant/patient queriesAnswer and route telephone calls to relevant colleague and other staffOpen and sort mail including emailsEnsure accurate data collectionMonitor 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 requiredEnsure that there is a healthcare record available for all patients attending OutpatientsEnsure that all healthcare records are tracked appropriately in line with hospital policyEnsure labels for relevant clinic visit/episode of care are available in patients chart and that any front sheets or labels from previous episodes are removedEnsure 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 inventoryDuties 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 agenciesFill in for absent staff when requiredAct with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospitalPerform such duties as appropriate to the office as may from time to time be requiredParticipate in the provision of cover for the clerical pool of staff within the Directorate. 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. 2. Age Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs. 3. Health Candidates 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. 4. Character Candidates for and any person holding the office must be of good character. 5. High Speed Typing certification (min 45wpm) Desirable: • Proficient in the use of eMed (National Renal data base System)• Proficient in the use of Patient Administration Systems (e.g. BHIS, IPIMS)• Knowledge and experience of using an email system effectively e.g. Outlook.• General knowledge of the health service and how it works.• Good communication and interpersonal skills including the ability to present information in a clear and concise manner.• Excellent planning and organisational skills including using computer technology effectively.• Commitment to providing a quality service and customer service skills.• Flexibility, problem solving and initiative skills including the ability to adapt to change.• The ability to work both independently and as part of a team. Informal Enquiries ONLY to: Name:Tom MoranTitle:Business ManagerEmail address:Tommoran2@beaumont.ie (Please note no applications will be accepted sent to this email address).Telephone:01 8092861