Medical, Secretary jobs in Cork, County Cork

The Hazelton Clinic | Cork

Salary: From €15.50 per hour, depending on experience
Job Type: Full-time, permanent
Hours: 40 hours per week
Location: In person – Cork

About The Hazelton Clinic

The Hazelton Clinic is an established private mental health clinic providing a range of psychological, psychiatric, counselling and neurodevelopmental assessment services.

We are looking for an enthusiastic, motivated and highly organised individual to join our administration team in a full-time capacity.

This is an excellent opportunity for someone looking to develop a career in healthcare administration, with a particular interest in psychology, mental health and clinical services.

Previous experience in a medical or clinical setting is not essential. We are more interested in finding the right person: someone with the enthusiasm, drive, initiative and commitment to learn and develop within the role.

Full training will be provided, including training in our clinical systems, administrative procedures and the day-to-day operations of the clinic.

However, we are looking for someone who is naturally organised, confident communicating with people, comfortable using technology and capable of taking responsibility for their work.

About the Role

This is a varied and hands-on position that involves much more than traditional reception duties.

You will become an important part of the day-to-day running of The Hazelton Clinic, providing administrative support to our psychologists, psychiatrists and wider clinical team, while ensuring that clients receive a professional, welcoming and compassionate service.

Our clinic operates seven days a week, from 8.00am to 9.30pm. The successful candidate must be available to work a combination of morning and evening shifts, including weekends as part of a rota.

You will receive full training and ongoing support. As your knowledge and confidence develop, you will be expected to take increasing ownership of your responsibilities and manage your workload independently.

Key Responsibilities

1. Reception & Client Services

• Answer incoming telephone calls and respond to email enquiries professionally and efficiently.
• Act as a first point of contact for clients, visitors and practitioners.
• Welcome clients and assist with queries relating to appointments, services and clinic procedures.
• Schedule, confirm, amend and coordinate appointments.
• Manage appointment enquiries, cancellations and waiting lists.
• Process client payments and settle outstanding balances.
• Maintain a professional, welcoming and confidential reception environment.

2. Clinical & Practitioner Administration

An important aspect of this position involves providing administrative support to our psychologists, psychiatrists and other healthcare practitioners.

Responsibilities will include:

• Typing, formatting and proofreading clinical letters, consultation reports and other medical correspondence.
• Ensuring completed reports and letters are distributed to GPs and relevant recipients.
• Preparing and sending prescriptions and uploading prescription records to our patient management system.
• Booking follow-up appointments and coordinating post-consultation administration.
• Following up on practitioner tasks and outstanding administrative requirements.
• Updating client records and maintaining accurate documentation.
• Supporting practitioners with their schedules, appointment lists and administrative requirements.
• Coordinating referrals to other services and recommended therapies within the clinic.
• Monitoring outstanding reports, tasks and deadlines to ensure these are followed up promptly.

3. Assessment Administration

You will also assist with the administration associated with our psychological, ADHD and autism assessment services.

This may include:

• Coordinating assessment appointments.
• Checking that assessment forms, questionnaires and consent documentation have been completed.
• Liaising with parents, schools and teachers regarding assessment paperwork where required.
• Sending questionnaires and school documentation to the relevant individuals.
• Scanning and uploading documentation to client profiles.
• Monitoring assessment report deadlines and outstanding documentation.
• Updating assessment tracking and progress records.
• Supporting the administration of assessment weekends and ensuring the necessary paperwork is available.

4. General Clinic Administration & Operations

• Providing general administrative support to the wider clinic team.
• Maintaining electronic filing systems and client records.
• Managing waiting lists and following up on outstanding enquiries.
• Monitoring office supplies and coordinating replenishment of stock.
• Assisting with the preparation and printing of forms, questionnaires and clinic documentation.
• Supporting general office maintenance and ensuring the clinic environment remains organised and presentable.
• Completing daily and weekly administrative checklists.
• Identifying outstanding tasks and taking responsibility for ensuring they are completed within the required timeframes.

The position involves a varied workload, and responsibilities will evolve depending on clinic requirements and the needs of our practitioners.

The Person We Are Looking For

This is an entry-level opportunity, and we are happy to train the right person. However, certain personal qualities and skills are essential to succeed in this position.

We are looking for someone who is:

• Enthusiastic and motivated: Someone who genuinely wants to learn, develop and become a valuable member of the team.
• Proactive: Someone who takes initiative, identifies what needs to be done and does not need constant direction.
• Highly organised: Someone who can manage multiple tasks, prioritise effectively and ensure that nothing gets overlooked.
• Confident communicating: Someone with an excellent telephone manner, strong written communication skills and the confidence to interact professionally with clients and practitioners.
• Technologically confident: Someone comfortable using computers, Microsoft Word and Excel, email and online systems, with the ability to learn new software quickly.
• Reliable and responsible: Someone who takes ownership of their responsibilities, follows through on tasks and can be depended upon.
• Adaptable: Someone who can work in a busy environment where priorities can change throughout the day.
• Professional and compassionate: Someone who understands the importance of discretion, confidentiality and sensitivity when dealing with people accessing mental health services.
• A team player: Someone who enjoys working collaboratively but is equally comfortable working independently.

Previous experience in reception, customer service, administration or healthcare would be an advantage but is not essential.

What matters most is your attitude, willingness to learn, work ethic and enthusiasm for the role.

Who Should Apply?

We particularly welcome applications from:

• Individuals looking to begin a career in medical or clinical administration.
• Current students or graduates in Psychology, Counselling, Psychotherapy, Social Care or related disciplines.
• Individuals with an interest in mental health, psychology and neurodevelopmental services.
• Candidates with previous customer service, hospitality, retail or general administration experience who are looking for a new career direction.
• Individuals who enjoy working with people and would value the opportunity to work alongside psychologists, psychiatrists and other healthcare professionals.

This position offers valuable exposure to the operation of an established private mental health clinic and the administrative processes involved in psychological and psychiatric services.

What We Offer

• Full-time, permanent employment.
• Starting salary from €15.50 per hour, depending on experience.
• Comprehensive training and ongoing support.
• The opportunity to learn about a wide range of psychological, psychiatric and neurodevelopmental services.
• Experience working alongside a multidisciplinary team of healthcare professionals.
• Opportunities to develop clinical administration, organisational and coordination skills.
• The opportunity to grow and develop within an established and expanding clinic.

Working Hours & Availability

The clinic operates seven days a week, from 8.00am to 9.30pm.

The position is based on 40 hours per week. The successful candidate must be available to work a combination of morning and evening shifts, with weekend availability required as part of a rota.

Shifts may include:

• 8-hour shifts.
• Day and evening shifts.
• Monday to Friday.
• Weekends and occasional public holidays.

Flexibility is important due to the nature of clinic operations.

The Hazelton Clinic is an equal opportunities employer.

Job Type: Part-time

Pay: From €15.50 per hour

Expected hours: 30.0 – 40.0 per week

Work Location: In person