Grade III Clerical Officer
Overview:
Post Title:
Grade III Clerical Officer
Post Status:
Permanent and Temporary
Department
Surgical Directorate
Location:
Beaumont Hospital, Dublin 9
Reports to:
Surgical Directorate Support Manager.
Salary:
Grade III Clerical Officer - €30,810 to €47,948
Hours of work:
Full and Part-time
Closing Date:
12 noon on 30/5/2025
(The Hospital reserves the right to close the competition early should a substantial number of applications be received.)
Responsibilities:
The role of the Clerical Officer is primarily to provide administrative support in the Surgical Directorate Wards/Surgical Clinic Outpatients/Surgical Clinical Secretaries
Candidates must be available to work between the hours of 7.30am to 18.30pm
Role of Ward Clerk- The primary responsibility of the Ward Clerk role is the maintenance of the patient record.
- Under the general supervision and following established policies and procedures, provides an efficient, friendly clerical support service to internal and external customers.
- Serves as a key communication link between the healthcare team, patients, families and other hospital departments.
- Assists in the collection of data for statistical purposes as required.
- Provides cover (Grade III Clerical Support) for the wider Directorate as and when required.
- Receive and process telephone enquiries.
- Make outgoing calls as directed by CNM2.
- Receive visiting staff and visitors to the Ward and assist with their enquiries.
- Direct visitors to patients as appropriate.
- Verify and maintain accuracy of bed census.
- Update computer system with bed changes, discharges and notify admissions of changes in patient’s details
- Ensure Death Certificates are completed by relevant teams.
- Liaise with CNM2 regarding patient’s due for discharge
- Book transport through main reception desk, if appropriate and maintain communication with them regarding any changes.
- Ensure that Out Patient appointments are made for patients due for discharge.
- Maintain good office procedures, sort and distribute post, order and maintain appropriate stationary level in the unit, monitor and maintain office equipment and supply inventory.
- Ensure that all obsolete computer printouts are discarded as per hospital policy.
- Report any maintenance work required to Technical Services Department as directed by CNM2.
- 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.
- Photocopying/Scanning as required
- Hospital Mandatory training
- Identify opportunities for improvement and initiate steps to accomplish same
- Any other duties assigned to you by your manager
- Ensure that the Medical Record is available for all patients.
- Ensure that all medical records are tracked in and out of the ward/outpatient clinics to appropriate division, i.e. Consultant Secretary, Coding Department etc. in accordance with hospital policy.
- Report missing medical records, conduct a search within the Directorate , check possible location on the tracking system and report the outcome to the Medical Records Department and CNM2
- Ensure that the Medical Records are kept to a high standard during the patient’s admission/OPD visit in accordance with the Healthcare Records Management Policy.
- Ensure charts when needed are sent to Quality Control.
- Ensure weekly Chart Tracking Audits are carried out in line with Healthcare Records Management SOP.
- Data Quality – be familiar with Healthcare Records Policy.
- Ensure that the medical record on discharge of the patient is adequately prepared in accordance with medical record policy for maintaining records and sent to the Coding Department.
- Provide administrative support within Directorate as directed by line manager
- Provide administration support to ensure systems and processes are in place to validate all waiting lists in the Directorate
- Helping in the overall smooth running of a busy office
- Provide support to Secretaries within the Directorate in relation to outpatient clinics.
- Provide administrative support in the Outpatients Department in Beaumont Hospital and satellite clinic in Omni Park Shopping Centre
- Clinic Preparation: Pull, prepare, and attend relevant clinics in area.
- Appointments: Track referrals and make all relevant appointments for patients attending outpatient clinic
- Tracking: Tracking all medical records that are given into their care and ensuring speedy return of same.
- Provide cover within Surgical Directorate as directed by line manager
CONFIDENTIALITY
In the course of your employment you may have access to, or hear information concerning the medical or personal affairs of patients and/or staff, or other Health Services business.
Such records and information are strictly confidential and unless acting on the instruction of an authorised officer, on no account must information concerning staff,patients or other health service business be divulged or discussed except in the performance of normal duty.In addition records must never be left in such a manner thatunauthorised persons can obtain access to them and must be kept in safe custody when no longer required.
COMPETENCIES
The general competencies apply as with the Grade III panel. The individual assigned to this post will be self-assured, organised, computer literate and flexible. The candidate will have a high level of awareness of the importance of preserving confidentiality.It is recognised that a period of induction training will be required to provide the post holder with an understanding of the role.
This job description represents the main areas of responsibility and is subject to review and amendment in the light of developments.
Qualifications:
Mandatory- 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 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 demonstrableequivalent skills
And
(b) Candidates must possess the requisite knowledge and ability, including ahigh standard of suitability and administrative ability), for the proper
discharge of the office.
- Age
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.
- Health
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
Candidates for and any person holding the office must be of good character.
Desirable
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.
- 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.
General awareness of national waiting list management protocols (NTPF Protocol).
Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Enquiries email address)
Name:
Paula Fitzgerald
Title:
Email address:
paulafitzgerald@beaumont.ie
Telephone:
To apply, please see top of page.