Grade V - Clinical Administration - HR26477

Grade V - Clinical Administration - HR26477

Job Location:
St Vincent's University Hospital

Grade:
Grade V

Overview

Applications are invited for the position of Grade V Officer in the Clinical Administration Department of St. Vincent's University Hospital.

Informal Enquiries or Role Specific Enquiries to:Ms. Louise Smyth, Head ofClinical Support

Tel: .

Closing date of applications: 08/10/2026.

Key Responsibilities

The list of key duties and responsibilities is not intended to be exhaustive and is subject to change depending on service requirements.

Staff Management:

• 1) Line Manager for all administrative staff working in the area.
• 2) Training and induction of new staff.
• 3) On-going performance monitoring and training.
• 4) Scheduling annual leave to ensure adequate cover.
• 5) Managing and reporting of staff attendances and leave.
• 6) Completion of CPDs
• 7) Completion of Return to Work Interview forms with staff as required.
• 8) Communicate regularly with the team to keep them adequately informed regarding changes and developments within the hospital.
• 9) Participate in the probationary assessment process for all new staff.
• 10) Participate as required in the recruitment process for filing vacant positions.
• 11) Make decisions to reallocate staff to cover services adequately
• 12) Delegate appropriately
• 13) Deal with staff issues locally and elevate to Grade VI when necessary.

Service Provision:

• 1) Learn all aspects of the role and work within the department and cover the service where as necessary.
• 2) Organise service provision for the area to ensure the best coverage possible is provided.
• 3) Monitor workload, productivity and quality of service.
• 4) Responsible for data quality and compliance with Data Entry Rules.
• 5) Assist in the on-going development and re-organisation of services.
• 6) Maintain a contact point as relevant to the service. This will involve receiving queries/requests from GP's, other hospital departments, patients and other healthcare facilities.
• 7) To ensure that notification of meetings, location, minutes and agenda are sent to stakeholders in advance.
• 8) Attendance of monthly department meetings and minute taking if required.
• 9) Manage and Co-ordinate use of all clinical/MDT rooms in the department.
• 10) Ensure that dictation for all the services is kept within the target timeframe and that letters are signed / printed in a timely fashion
• 11) Ensure that all the standard administration/secretarial procedures are maintained.
• 12) Ensure HCR's are returned to the medical records filing room in a timely manner.
• 13) Ensure that HCR's kept in the area are safe and secure and that an efficient tracking system is in place.
• 14) Ensure all queries in relation to patient care are handled promptly and all parties are informed of status.
• 15) Provide training to administration staff/nursing staff on any new systems that come on stream.
• 16) Being a Superuser for all relevant internal ICT systems used within clinical support areas eg; Clinical Portal, Tpro/TA+, Perceptive, PAS, E-Scheduler - to set up and train new users for these systems
• 17) Become actively involved with the planning and on-going development of services in relation to best administration/secretarial practice and quality of same within the areas.
• 18) Have a thorough knowledge of hospital policy and procedures for release of information and patient confidentiality and ensure these are adhered to at all times.
• 19) Be familiar with the Health and Safety requirements of the work area and ensure that these are met at all times.
• 20) Communicate regularly with the Grade VI Officer to keep him/her informed of the service.
• 21) Any other duties relevant to this post as required.

Our Requirements

Please refer to the job description or candidate information booklet attached to this advertisement.

What We Offer

Please refer to the job description or candidate information booklet attached to this advertisement.