Grade IV ED Administration GP Liaison Office Support

Overview:

Post Title:

Grade IV ED Administration GP Liaison Office Support

Post Status:

Short term contract ending in October 2025

Department:

Accident & Emergency

Location:

Beaumont Hospital & Affiliated Sites

Reports to:

Directorate Support Supervisor

Accountable to:

Directorate Support Manager

Salary:

Appointment will be made on the Grade IV Scale (€35,256 - €51,206, LSI1 €52,768, LSI2 €54,370) at a point in line with Government pay policy

Hours of work:

Full-Time, 35 hours per week

Closing Date:

12 Noon on 04/07/2025

Please note the hospital reserves the right to close the competition early should a substantial number of applications be received.

Position Summary / Details of Service:

The role will provide support across the main patient registration/reception desk, nurse’s station, GP liaison office and nursing administration office in the department. The role is diverse and varied. As part of the role the post holder will be required to engage with multiple stakeholders to ensure the efficient operation of the department’s activities.

• Deal with telephone queries relating to the department function
• Liaise with staff in other departments, the public and outside agencies in a confidential, courteous and professional manner
• Ensure correspondence with GP’s/other Hospital’s is dealt with in a timely manner
• Provide secretarial support when required
• Use of computer packages relevant to the role
• Carry out any other duties, which may be assigned from time to time

Responsibilities:

Principal Duties & Responsibilities:

• Ensure the efficient day-to-day administration of area of responsibility.
• Ensure deadlines are met and that service levels are maintained.
• Ensure an even distribution of workload among team, taking into account absence due to annual leave etc.
• Support the nurse managers in the administration of staffing rosters, payroll submissions, leave and absence returns.
• Support nurse management in monitoring professional registration and mandatory training requirements.
• Ensure that archives and records are accurate and readily available.
• Maintain confidentiality of documentation, records, etc.
• Maximise the use of technology in ensuring work is completed to a high standard.
• Ensure that stakeholders are kept informed and that their views are communicated to middle management.
• Organise and attend meetings as required.
• Take minutes at meetings and prepare for timely circulation following meeting.
• Records managed including retrieval, storage, digitisation and archiving departmental records, both locally and with service providers.
• Any duties that may be assigned by your Line Manager
• Liaising with relevant staff of the department concerning any difficulties or queries regarding clinical information.

• Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying Line Manager of any deficiencies.
• Ensure that service users are treated with dignity and respect.
• Act on feedback from service users / customers and report same to Line Manager.

• Actively participate in innovation and support change and improvement initiatives within the service; implement agreed changes to the administration of the service.
• Encourage and support staff through change processes.
• To act as appropriate as secretary to other groups or committees as may be required, from time to time.
• Managing the performance, accuracy and efficiency of workload associated with duties and responsibilities of the grade of medical secretary.
• Planning, organising and prioritising tasks assigned by the Line Manager and setting objectives for completion of these tasks/duties.
• Ensuring that area goals are met on a daily/weekly/monthly/annual basis.
• Interpretation and implementation of Hospital and Health Board policies and procedures.
• In consultation with line manager, conduct audits of procedures within the department to ensure best practice.
• Preparation and completion of statistical data relevant to the speciality.

• Maintain own knowledge of employer 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, GDPR.
• Ensure consistent adherence to procedures within area of responsibility.
• Adequately identifies, assesses, manages and monitors risk within their area of responsibility.
• Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.
• Have a working knowledge of the Health Information and Quality Authority (HIQA) 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 HSE protocols for implementing and maintaining these standards as appropriate to the role.
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

• The preparation and ensuring of the correct paperwork for the patient is scanned and emailed to the appropriate services. The phoning and emailing of the ED notes to the appropriate secretary for urgent opd requests.
• Printing off of daily consultant’s on call lists.

• Printing reports, Checking patient status, admissions, clinic referral and other associated details. Updating associated records and data bases.

• The recording of daily opds on a monthly spreadsheet that have been emailed to the appropriate specialities and or their secretaries.

• Printing the daily reports for opds to check and ensure they have not been missed for any reason and the following up of missed opds.
• Filing
• Ensure all filing is complete in a timely manner

• Updating RIPs on the system.
• Updating patients details on system e.g. address, phone numbers, gp details
• Ordering of hospital charts.
• Looking up patients appointments on the system as requested by liaison nurses and doctors.
• Creating pacs numbers for Consultants or the Liaison nurse.
• The assisting with the Liaison nurses for smoother running of the office.
• Other duties
• Answering phones- taking of messages from GP’s, pharmacists, patients, secretaries, other hospitals private and public which can assist in the smooth running of the office.
• Printing off of GP letters and logging the information on an excel spreadsheet when requested.
• The accessing of notes which are stored in the file room. Requesting off site notes from staff in the Admin office.
• Keeping the death packs updated with appropriate forms and information sheets.
• Keeping the opd sheets stocked up for the use by doctors.

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:

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) 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

(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.

Desirable:

• Administration experience in a Healthcare environment
• Acute hospital administration experience
• Experience of secretarial or reception work in a healthcare setting with a customer focus
• Experience with the Administration of payroll, rosters and clicking systems.
• Experience of using electronic Patient Management IT Systems
• 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.
• Knowledge of hospital patient flow processes, including movement, tracking and discharge
• Experience working within a Multi Disciplinary Team
• Experience Managing Scheduled/Unscheduled Waiting Lists

Supplementary information:

The Hospital

www.beaumont.ie

Management Unit:

www.beaumont.ie/hr

Other (Please specify):

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)

Name:

Paul Pearson

Title:

Directorate Business Manager

Email address:

paulpearson@beaumont.ie

In the event of a high volume of applications additional shortlisting criteria may be utilised.