Clerical Officer

KEY TASKS:

• Cover for Ward Clerks within the Directorate as required. Provide clerical support to the nursing team for the individual aspects of patient care.

• Provide support to Secretaries as required within the Directorate in relation to outpatient clinics i.e. pulling charts, sitting in outpatient clinics.

Patients Healthcare Records

• Ensure that the Medical Records are available for all patients on the ward/attending outpatient clinics. Verify patient demographics on BHIS i.e. address, telephone number, next of kin and GP details.

• Ensure that all medical records are tracked in and out of the ward/secretary’s office to appropriate division i.e. Consultant Secretary, Coding Department or Medical Records Department 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 Ward Manager/Support Supervisor.

• Ensure that medical records are adequately maintained during the patient’s admission/following their clinic visit.

• Ensure that the medical record on discharge of the patient from the ward is adequately prepared in accordance with medical record policy for maintaining records and sent to the Coding Department.

General

• Provide support to other units in the directorate to ensure that all documentation is filed in patient charts in a timely manner.

• 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 documents are disposed of in line with GDPR.

• 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

• Photocopying/ scanning / emailing as directed.

• Hospital Mandatory training

• Identify opportunities for improvement and initiate steps to accomplish same.

• Perform such duties as appropriate to the office as may from time to time be required.
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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.  He / She 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.   Training will also provide the post holder with a broad understanding of the renal services and the relationships between the clerical staff and the multi-disciplinary team.

This job description represents the main areas of responsibility and is subject to review and amendment in the light of developments

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) 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 and administrative ability), for the proper discharge of the office.