JOB DESCRIPTION - Our Lady's Hospice



JOB DESCRIPTION

TITLE: Medical Secretary

REPORTING TO: Medical Director & CNM3 in Community Palliative Care

SALARY SCALE: Grade IV - Department of Health & Children Salary scales

HOLIDAYS: 25 Days

WORKING BASE: Harold’s Cross (Medical Department)

HEALTH: A candidate for and any person holding the office must be free from any defect or disease which would render him/her unsuitable to hold the office and be in a state of health as would indicate a reasonable prospect of ability to attend regular and efficient service.

CHARACTER: A candidate for and any person holding the office must be of good character.

HOURS OF WORK: 37 hours per work. Details of starting and finishing times, which may vary in accordance with service needs, will be notified to you by your Head of Department/Deputy. There will be times when you will be required to work outside of the normal office hours.

WORKING WEEK: The role requires 29 hours as Medical Secretary and 8 hours administration support in Community Palliative Care Unit. Hours of work will be determined by the Clinical Operations Manager (or his/her designee)

ETHICAL CODE: The post holder is requested to respect the special charism, ethos and tradition of Our Lady’s Hospice & Care Services to observe and comply with its general policies, procedures and regulations.

CONFIDENTIALITY: You will have access to various types of records/information in the course of your work. Such records and information are strictly confidential and unless acting on the instruction of an authorised person, on no account must information concerning staff, patients or other hospice business be divulged or discussed except in the performance of normal duty. In addition, records may never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.

JOB PURPOSE: To proactively manage and discharge the administrative duties within the Medical Department while providing a comprehensive administrative service to OLH&CS Medical Director, Palliative Care Consultants and the Community Palliative Care unit.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Medical Secretary Administrative Duties

(29 hours per week)

• To participate in the on-going planning and development of the medical secretarial service.

• To devise and implement methods of improving the efficiency and quality of the administrative support to the team.

• To conduct all assignments in a professional, confidential and discreet manner.

• To collect, sort and distribute the Department’s mail each morning.

• To organise and schedule the Consultant’s diaries.

• To liaise with General Practitioners, HSE Officials and other external agencies concerning clinical referrals.

• To carry out all typing/word-processing duties proficiently, with particular attention to accuracy, presentation and speed.

• To conduct all telephone communications in a professional and discreet manner.

• To ensure records are accurately maintained and are kept in a safe and confidential manner.

• To ensure filing systems are maintained in an efficient manner; records, professional journals etc.

• To facilitate seminars, presentations etc. as organised by the Head of Department/Deputy.

• To co-ordinate catering facilities for conferences, seminars etc.

• To accept, record and acknowledge donations/contributions towards medical research and development.

• To enter the overtime and on call details for all NCHDs in the organisation into SAP and file and update the appropriate people accordingly.

• To enter the annual leave for the Medical staff in all areas of the Hospice into SAP.

• To calculate, issue and reconcile client accounts each month.

• To arrange for completion of VHI forms for processing of private patients accounts.

• To balance monthly VHI statements and forward the Patients Accounts Department.

• To pay to Our Lady’s Hospice & Care Services any fees or other monies (other than the inclusive salary) payable to or received by the post holder.

• To train and/or supervise new and/or junior staff in the duties of the Department.

• To monitor and order stationary and other department supplies as necessary.

• To recording course/seminar attendances and issue CPD certificates for NCHD and Consultants.

• To take the minutes at meetings as requested.

• To prepare the Medical rota and disseminate as appropriate.

• To co-ordinate the NCHD inductions and oversee NCHD attendance/sick leave.

• To co-ordination and organise doctors and other visitors seeking placements/electives in specialist palliative medicine

• To type, co-ordinate and issue medical discharge letters

• To co-ordinate and record mandatory training for doctors

Community Palliative Care (CPC) Administrative Duties

(8 hours per week)

The post holder is required to work for the CPC unit 8 hours per week and to provide cross cover for the unit, assisting in busy periods and covering leave with the cluster group as requested. The duties include;

▪ To act as the first point of contact to the CPCT for all callers (professional and non-professional).

▪ To respond to all enquiries with courtesy and efficiency.

▪ To conduct all assignments in a professional, courteous and confidential manner.

▪ To liaise effectively with the various Heads of Departments / Deputies, external agencies to access and record accurate patient information.

▪ To facilitate meetings, seminars, presentations by arranging venues, circulating appropriate personnel, provision of refreshments, etc as directed by the Nurse Manager / Deputy.

▪ To devise and implement methods of improving the efficiency and quality of the administrative support to the team.

▪ To collect, sort and distribute department’s mail each morning.

▪ To organise and schedule department’s appointments / diary.

▪ To carry out all typing and computer based duties with proficiency, with particular attention to accuracy, presentation and speed.

▪ To ensure that records are accurately maintained and stored in a safe and confidential manner.

▪ To ensure compliance with internal and external audit and control procedures (e.g. PAS).

▪ To ensure that filing systems; records, professional journals, etc. are maintained in an efficient manner.

▪ To monitor and order stationery and other office supplies, as necessary, through the appropriate personnel.

▪ To be responsible for the receipt, examination, storage and issue of goods in keeping with best practice and Hospice policies and procedures.

▪ To participate in any administration reviews in Our Lady’s Hospice & Care Services.

▪ To provide cross cover for the medical secretaries and other palliative care administrators as appropriate.

▪ To ensure that all donations brought to the CPCT office are handled promptly and securely:

o A receipt must be issued for all money received.

o A letter of thanks is drafted for signing by the team manager.

o Donations are brought to the fundraising department promptly.

• Any other duties as may be assigned to the officer from time to time and shall include deputising for other officers, when required, and such duties as may be assigned to him/her in relation to any other area of the Hospice complex.

Information Technology:

• To assist in ensuring that the administrative team make the most effective and efficient use of developments in information technology for both patient care and administrative support, in a manner which integrates well with systems throughout the organisation.

• To utilise developments in information technology for both patient care and administrative support in line with the overall administrative service.

Training and Education:

• The Administrator will monitor and keep up-to-date with developments of administrative practices and all other relevant matters to ensure maintenance of knowledge and skill base in order to facilitate contemporary professional practice.

• Evidence of on-going education and professional development will be required. Such evidence may be assured by the attendance and participation at in-service training programmes, subject to the approval of the Head of Department. From time to time, mandatory participation in in-service training programmes will be required.

• To participate, as required, in teaching/training of staff/students of own or other disciplines. Teaching and supervision of junior/new staff members and other health care workers, as appropriate, is an inherent part of the work of the Administrative Assistant.

• To be involved in the induction and training of newly appointed / relief staff.

• To take responsibility for seeking out opportunities for further education and development.

Health and Safety

• To maintain a safe work environment in co-operation with the Hospice Management Team and with reference to the Safety, Health and Welfare at Work Act 2005 and the Hospice Safety Statement.

• To instruct assigned staff and volunteers in safe working practices.

• To work in a safe manner with due care and attention to safety of self and other persons in the workplace.

• To be familiar with Hospice policies, practices and procedures.

• To report immediately any accidents or incidents involving patients, staff or members of the public to the Head of Department.

General

• To adhere to Departmental and Hospice policies at all times.

• To perform such other duties appropriate to the post as may be assigned from time to time by the Manager or a nominee.

• To ensure confidentiality in all matters of information obtained during the course of employment.

Self-Development

• To be aware of current developments and issues in health care by reading current literature and keeping abreast of new developments, attending ‘in-house’ seminars, lectures and courses when possible and as appropriate in consultation with your head of Department.

• To assume responsibility for his/her own professional development.

PROFESSIONAL

• To ensure confidentiality on all matters and information obtained during the course of employment.

• To have a working knowledge of Our Lady’s Hospice & Care Services policies.

• To present and act in a professional manner at all times and ensure colleagues do likewise.

Garda Vetting

Arrangements have been introduced, on a national level, for the provision of Garda Vetting in respect of candidates for employment in areas of the Health Services, where it is envisaged that potential employees would have substantial access to children or vulnerable individuals. Each candidate will be required to complete a Garda Vetting form.

The post holder may be required to perform other duties as appropriate to the post, which may be assigned to him/her from time to time, and to contribute to the development of the post while in office. This job description will be subject to review in the light of changing circumstances. It is not intended to be exhaustive but should be regarded as providing guidelines within which individuals work.

PERSON SPECIFICATION

|Criteria |Essential |Desirable |

|Qualifications | | |

| |Secretarial course at Diploma level or above. |Third Level qualification in a |

| |European Computer Driving Licence or equivalent. |related field. |

| | |Medical Secretarial Training. |

|Experience | | |

| |A minimum of 3 years’ relevant experience within the |Experience of working within a health|

| |last 5 years in an administrative role. |service environment. |

| |Expert working knowledge & proficiency of software |Experience of using SAP and/or a |

| |packages including: Microsoft |patient accounts system. |

| |Office/Word/Excel/PowerPoint. | |

|CORE COMPETENCIES |

| |

|Organisational Knowledge & Application of Core Values of Our Lady’s Hospice & Care Services |

|Demonstrate an understanding of the application of the core values of Our Lady’s Hospice & Care Services. |

|Adherence to policies and procedure. |

| |

|Knowledge/professional knowledge |

| |

|Demonstrate sufficient knowledge in healthcare setting to carry out the duties and responsibilities of the role |

|Effective report writing demonstrating use of analysis. |

|Ability to work in an accurate and consistent manner. |

|Demonstrate an ability to apply knowledge to best practice |

|Demonstrate a commitment to continuing professional development. |

|Demonstrate a willingness to develop IT skills relevant to the role. |

| |

|Communication/interpersonal skills |

| |

|Demonstrate excellent command of the English language both written and verbal to effectively carry out the duties and |

|responsibilities of the role. |

|Display effective communication and interpersonal skills including the ability to collaborate with colleagues, families, |

|carers, etc. |

|Display awareness and appreciation of the service users’ needs and expectations |

|Draws on a variety of communication methods to fit situation/circumstances |

|Listens openly, using questions to check for understanding/avoid misinterpretation |

|Display awareness and appreciation of the service users and the ability to empathise with and treat others with dignity and |

|respect |

|Demonstrate an ability to communicate with distressed or anxious relatives and families |

| |

|Planning and organisational skills |

| |

|Demonstrate the ability to plan and deliver the duties of the role in an effective and resourceful manner within a model of |

|person-centred care |

|Can multi-task without losing focus and manage competing and changing priorities. |

|Maintaining structured systems. |

|Anticipates problems and issues and takes preventative action to address these. |

|Demonstrate an ability to manage and develop self and others in a busy working environment. |

|Demonstrate flexibility and openness to change. |

| |

|Attention to Detail |

| |

|High level of attention to detail. |

|Accuracy |

| |

|Evaluating and judging situations |

| |

|Demonstrate the ability to effectively evaluate information and make appropriate decisions. |

| |

|Quality/client focus |

| |

|Demonstrate a commitment to assuring high standards and strive for a user centred service |

| |

|Teamwork |

| |

|Demonstrate effective team skills including the ability to work as a member of the Community Palliative Care Team. |

|Ability to work on own initiative while remaining an effective member of a team. |

|Work in a collaborative manner with all members of the Community Palliative Care Team. |

|Adaptable and approachable member of the team. |

|Shows strong initiative can work outside standard protocol when necessary. |

| |

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JOB DESCRIPTION

& PERSON SPECIFICATION

Medical Secretary

Grade IV

1.0WTE Specified Purpose Post

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