Medical Secretary (Clerical Officer Grade IV)

Temporary Contract, Part Time Hours (18.5 hours per week)

Principal Duties and Responsibilities:

• Provide an efficient administrative service to the department, acting as a first point of contact.
• Communicate effectively with all departments within the hospital and with external parties, maintaining a high standard of customer care at all times.
• Co-ordinate and facilitate staff meetings.
• Promote good communications between all staff and departments.
• Deal with all telephone enquiries from patients, relatives, GP's, etc.
• Dictation including OPD letters, discharge summaries, legal reports, case summaries, references, etc.
• Organise for the booking of investigations in accordance with Hospital Policy.
• Liaise with Bed Management Dept for inpatient/day case bookings.
• Compile any necessary statistics as required.
• Liaise with outside agencies as agreed with Consultant and Line Manager.
• Ensure all data is accurate, secure and up to date.
• Assist waiting list protocols for admissions and outpatients.
• Follow protocol associated with referrals and waiting lists and subsequent appointments.
• Provide clerical support for Consultant's Private Rooms.
• Deal with all enquiries.
• Validate MUH data.
• Update iPMS referrals.
• Track charts on iPMS.
• File reports and documentation.
• Comply with Healthcare Records Policies.
• Ensure that archives and records are accurate and readily available.
• Maintain confidentiality of documentation, records, etc.
• Maintain own knowledge of relevant employer policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards.
• Maintain own knowledge of relevant regulations and legislation, e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, etc.
• Ensure consistent adherence to procedures within area of responsibility.

Eligibility Criteria:

• Hold a relevant Administration qualification and have achieved a high level of proficiency in same.
• Previous administrative experience of at least two years.
• Possess excellent communication, interpersonal and organisation skills, and have the ability to work on his/her own initiative.
• Be very patient focused with an approved record of managing sensitive and confidential information.
• Be a highly motivated self-starter with demonstrable competence in a stand-alone administrative role.
• Have a comprehensive knowledge of administrative processes and IT skills (to encompass database and Excel) to assist in the delivery of a coordinated approach to patient care.
• Database administration.
• Accuracy and attention to details in respect of data entry.
• Effectively manage time and resources.
• Flexibility, problem solving and initiative skills including the ability to adapt to change.
• Ability to work both independently and as part of a team.
• Leadership potential and strong team skills, flexible approach is required.
• Possess a broad understanding of medical terminology.
• Knowledge and experience of the Healthcare Records environment is desirable.
• iPMS experience is desirable.

Full Job Spec is available on request.

Closing Date 1pm on Monday 28th September 2026.

MUH reserves the right to create a panel for this post from which permanent, fixed term and specified purpose vacancies of a full or part time duration may be filled.

Mercy University Hospital (MUH)

MUH is a growing voluntary hospital in the heart of Cork City. We have over 1,800 staff providing complex diagnostic, medical and surgical care through our inpatient, day patient, outpatient and emergency services.

We are a teaching hospital, a centre of national and international excellence, and are renowned for our research and tertiary services.

Providing 24/7 acute surgical, acute medical and critical care, MUH now has multiple sites across the city and continues to expand. We recently opened our Blarney Rehabilitation Unit, a post-acute care specialist rehabilitation unit with 50 beds in Blarney, County Cork.

We support staff development with approx. 100 promotions annually. We prioritise work life balance with 28% of our team working part time hours. We offer nationally agreed enhanced Salary Scales, Pension Scheme, excellent holidays, canteen, and Study Leave and Assistance.

From Cardiac Care to Intensive Care, our varied specialist services offer real career choice to our team. For fully registered NMBI recognised nurses, we offer a generous relocation package (if coming from abroad).

And we live by our Core Values of Compassion, Excellence, Justice, Respect and Team Spirit.