Overview

Post Title:

Administrative Officer (Clinical Secretary Grade IV Transplant)

Grade IV Officer, High Speed Typist

Post Status:

Specified Purpose

Department

CD Transplantation Urology & Nephrology

Location:

Beaumont Hospital, Dublin 9

Reports to:

Directorate Support Supervisor - with regard to day to day operation.

Directorate Support Manager - with regard to the overall quality of work and developmet and compliance to hospital strategic and operational objectives

Salary

Appointment will be made on Grade IV salary scale (€35,609

- €51,718) €54,914 LSI at a point in line with Government pay policy.

Hours of work:

Full-Time 35 Hours

Closing Date:

12.00pm on Thursday 13th of November 2025

The Hospital reserves the right to close the competition early should a substantial number of applications be received

Transplant Service

The National Kidney Transplant Service (NKTS) is based in Beaumont Hospital and provides kidney transplantation services for the Republic of Ireland. The Transplant Multi-disciplinary team works closely together to provide this service

Job Summary

Under general supervision and following established policies and procedures provide an effective and efficient secretarial service to the Transplant 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.

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).

Responsibilities

Grade IV Job Summary (General)

Provide a variety of administrative functions and an efficient and effective clerical service to the Directorate
Assist in the Planning, co-ordinating and directing of the daily operation of the Directorate
Aware of the directorate KPI’s, goals and objectives and working with the Directorate Support Supervisor and Directorate Support Manager to achieve same.

Operational management

Participate in the development and management of appropriate and relevant SOPs
Establish good office procedures in terms of consumable management
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 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.

KEY TASKS

As part of the Transplant Support Team manage the secretarial workload attached to the Consultant’s Outpatient Clinics
Responsible for clinic preparation i.e. pulling and preparing Medical Records for patients scheduled to attend outpatients
Sitting in clinics to register patients as they attend
Manage and schedule outpatient appointments
Transcribe and type materials to include all correspondence from clinics on eMed/T-pro
Proof-read and edit material for grammar, punctuation and spelling
File letters and reports regarding patients in patient’s medical record
Manage new referral letters as per hospital policy
Manage relevant databases/patient lists
Ensure accurate data collection
Prepare and collate information required for monthly M&M
Pull charts in response to consultant/patient queries
Answer and route telephone calls to relevant colleague and other staff
Open and sort mail including emails
General office duties
Monitor 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 required
Ensure that there is a healthcare record available for all patients attending Outpatients
Ensure that all healthcare records are tracked appropriately in line with hospital policy
Ensure labels for relevant clinic visit/episode of care are available in patients chart and that any front sheets or labels from previous episodes are removed
Ensure 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 inventory
Duties 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 agencies
Fill in for absent staff when required
Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital
Perform such duties as appropriate to the office as may from time to time be required
Participate in the provision of cover for the clerical pool of staff within the Directorate.

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:

Candidates must have at the latest date of application:

1. Professional Qualifications, Experience

(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 five subjects 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 demonstrable equivalent skills And (b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office based on the skills competencies and knowledge for the post.

2. Health

A candidate 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.

3. Character

Each candidate for and any person holding the office must be of good character.

Desirable: 1. Good working knowledge of Microsoft Office Suite (Word, Excel, Outlook)2. Experience working in a healthcare environment 3. Excellent keyboard skills

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

Name:

Claire McElligott

Title:

Directorate Support Manager

Email address:

Clairemcelligott@beaumont.ie

Transplant Secretary

Job Description