Medical Secretary Contract jobs

The Administrator provides an efficient and effective administrative service across the hospital, supporting patient care, clinical teams, and operational functions. The role involves a high standard of customer service, accurate data entry, coordination of administrative processes, and liaison with both internal and external stakeholders. The Administrator ensures that all duties are carried out in accordance with hospital policies, procedures, and relevant regulations, with an emphasis on confidentiality, accuracy, and professional service delivery.

Key Responsibilities

Administration & Operational Support

• Provide comprehensive administrative and clerical support across relevant hospital departments, including Admissions, Reception, Theatre Booking, Medical Records, Private and HSE Clinics.
• Accurately input, maintain, and update patient and operational data on hospital systems.
• Promote and maintain a high standard of administrative efficiency and service delivery.
• Ensure compliance with hospital policies, protocols, and guidelines at all times.
• Assist in the preparation, distribution, and management of correspondence, records, and reports.
• Support audit, accreditation, and compliance processes through accurate documentation and data management.

Customer Service & Patient Interaction

• Deliver a professional and courteous service to patients, families, and visitors.
• Handle enquiries (in person, phone, or email) promptly and effectively, ensuring confidentiality.
• Liaise with consultants, GP practices, secretaries, HSE liaison officers, and external agencies as required.

Teamwork & Departmental Support

• Work collaboratively with colleagues across all administrative functions, providing cross-cover as needed.
• Support the day-to-day running of administrative operations, including opening/closing procedures and security checks.
• Assist with scheduling, coordination, and logistical arrangements for patient services and departmental activities.

Confidentiality & Information Governance

• Maintain the highest level of discretion in handling patient, staff, and organisational information.
• Ensure records are stored securely and in compliance with GDPR and hospital policies.

Quality Improvement & Risk Management

• Participate in the continuous review and improvement of administrative processes.
• Be aware of departmental KPIs and contribute to achieving performance targets.
• Report and document incidents or near misses in line with hospital policy, supporting a culture of safety.

Learning and Education

• Take personal responsibility for own professional development and keep up to date with hospital systems and procedures.
• Attend and participate in relevant staff development programmes on an ongoing basis and share knowledge with other staff members.
• Attend all mandatory training sessions (e.g., Fire Safety, Infection Prevention and Control, Manual Handling.

Essential Criteria

Knowledge/Experience

• Successful completion of Leaving Certificate (or equivalent).
• Recognised computer course/certification with proven proficiency in typing and computer use.
• Minimum of 2 years’ experience in a similar role (healthcare setting desirable).
• Proficient in MS Office (particularly Word and Excel) and comfortable learning new data systems.
• Strong organisational and time management skills with the ability to prioritise effectively.
• Excellent communication and interpersonal skills.
• Demonstrated customer service skills and professional telephone manner.
• Ability to work flexibly, including evenings and weekends if required.
• Commitment to confidentiality and discretion.

Skills/ Competencies

Technical & Professional Expertise

Understands and applies relevant administrative systems, procedures, and regulations; adapts quickly to new technologies and processes.

Communication & Interpersonal Skills

Communicates clearly, both verbally and in writing; able to interact effectively with a diverse range of people, including patients, colleagues, and external stakeholders.

Customer Focus

Consistently delivers a high standard of service; anticipates and responds promptly to customer needs.

Teamwork & Collaboration

Works cooperatively with colleagues across departments; willingly provides support and shares knowledge.

Attention to Detail

Demonstrates accuracy and thoroughness in all tasks, maintaining data integrity and following procedures precisely.

Organisation & Time Management

Plans and prioritises work effectively; manages competing demands to meet deadlines.

Adaptability & Problem Solving

Responds positively to change; able to troubleshoot issues and identify practical solutions.

Confidentiality & Discretion

Handles sensitive information appropriately and in line with data protection regulations.

What We Offer

• Competitive salary
• Full-time, permanent employment contract
• Continuous professional development and training opportunities
• Supportive, collaborative working environment
• Employee Assistance Programme
• Opportunities for career progression
• Free on-site parking

At Charter Medical Private Hospital, diversity and inclusion are at the heart of our values. We welcome applications from individuals of all backgrounds and ensure equal opportunity in hiring and advancement.

Apply for the above role by sending your CV to recruitment@cmph.ie including the job title in the subject.

Benefits:

• Bike to work scheme
• Company pension
• Employee assistance program
• On-site parking
• Sick pay

Work Location: In person