Job Description and Person Specification

Clerical Administrator Grade III

Bon Secours Health System

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Philosophy, Mission and Values of the Bon Secours Health System (BSHS)

Philosophy
The philosophy of the Bon Secours Health System (BSHS) is based on that of the Bon
Secours Sisters. The Bon Secours mission remains the same since 1824. The principles
continue to be observed in the treatment and care of patients, in dealings with staff and are
based on the core values. Bon Secours responds to a universal need: to provide to all who
suffer a reason to live and a reason to hope.
Mission
The Mission of Bon Secours Health System is to provide Compassionate, Quality Health Care
to those we serve. We aim to provide “Good Help to Those in Need”, caring for the sick, the
dying and their families, within a Catholic ethos (Bon Secours means “good help” in French).
Through our Mission, Bon Secours Health System will:
Be a leader in Catholic Healthcare in Ireland.
Empower staff to reach their full potential.
Reach out compassionately to the community.
Be innovative and responsive to new developments in Healthcare while maintaining
our patient friendly environment in all our hospitals.
Core Values
Respect, Justice, Integrity, Stewardship, Compassion, Quality, Innovation

Context
As Ireland’s largest independent Hospital Group, Bon Secours Health System is renowned
for the quality of its service provision coupled with a rich tradition in healthcare.  Bon
Secours Health System is a not for profit organisation and its mission is centred on
providing compassionate, world-class medical treatment to all those it serves.

Bon Secours Health System incorporates five modern acute hospitals in Limerick, Cork,
Dublin, Galway and Tralee with a Care Village in Cork. With approximately 3,500 staff, 925
beds, over 450 leading consultants, Bon Secours treats approximately 280,000 patients a
year.

The Bon Secours Health System is internationally accredited by the Joint Commission
International Accreditation Standards for Hospitals, i.e. JCI, the leading organisation in the
International Accreditation of Hospitals for quality of care and patient safety.

As part of the BSHS’s “2020 Plan”, it is currently investing €150m in capital investment to
ensure we continue to provide Advanced Medicine and Exceptional Care to those we serve.
For further information log on to www.bonsecours.ie

Bon Secours Health System (Ireland) have also recently merged with Bon Secours Mercy
Health in the U.S. With 48 hospitals, thousands of providers, over 1,000 points of care and
over 60,000 employees across 7 states and two countries, Bon Secours Mercy Health is one
of the largest and strongest Catholic health care systems. This is a great opportunity for
both Organisations to work together in a manner which will facilitate growth and
development, new partnerships and synergies to the benefit of all.

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Job Title: Clerical Administrator Grade III

Reports to: Olivia Pryal, Medical Records Manager (Outline Direct

Reporting Relationship and Service Relationship below)

Service Relationship:

Location: Bon Secours Hospital Tralee

Job Purpose

 The successful candidate will be required to perform a variety of Clerical Administrative

tasks, following established guidelines pertinent to the role and duties of clerical support
across various departments in the hospital

Key Duties and Responsibilities:

 To ensure the efficient running of the clerical function at all times in all areas that you are
deployed to as Clerical Administrator
 To ensure that results of investigations are filed in date and time order and patient labels
are on each sheet of paper pertaining to the patient.
 To ensure that information contained in the medical record belongs to the correct
patient.
 To answer the phone and take messages in an efficient and friendly manner.
 Filing, photocopying, internal post, typing duties and any general mail is corresponded
within a timely manner.
 To be adaptable to change in line with established multi-skilling procedures and deal
with high volume workloads.
 Minute taking at meetings as requested.
 Attendance at meetings when requested.
 Liaising with the Q-Pulse administrator and Quality & Risk Department in the update and
inputting of hospital policies and procedures.
 Preparation of PowerPoint presentations as required.
 To encourage, effective and efficient communication with supporting departments and in
line with the Hospital Communications Policy.
 To assist in the pulling of medical records for clinics, admissions and day-care patients.
 To assist with the printing of forms for the Hospital and completing requisition lists as
required.
 To ensure that time management is actively encouraged and that duties are prioritised.
 Ensure all relevant hospital policies and procedures are adhered to and to comply with
hospital procedure for the timely reporting and documenting of all accidents, incidents
and near misses.
 To attend all mandatory staff training as required.
 To actively get involved in the JCI Accreditation process of the Hospital and to support
and assist in the implementation of all Hospital’s Policies and Procedures in line with
Best Practice.
 Any other ad-hoc projects that may be assigned from time to time which are within the
remit of the duties of a Clerical Administrator Grade III
 Clerical Support on the Wards:

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 Distribute post to patients and readdress letters for patients who have been discharged.
Deliver letters/packages to other departments as required
 Answer telephone promptly and courteously and communicate queries to the Nurse in
Charge
 Provide a clerical support service to Nursing personnel, e.g. typing, filing, photocopying,
maintaining ward diary, maintaining and updating hard copy and computer files/system
etc.
 Liaise with the Bed Manager regarding all transfers and discharges after consultation
with the CNM/Senior Nurse in Charge
 Assist with receiving patients/visitors to the ward and help process their enquiries
 Ensure complete filing of nursing notes, patient records, observation charts, Lab reports
and all documentation pertaining to a patient’s medical record in accordance with
approved formats in preparation for transfer of file to Medical Records
 Check stock levels of stationery on a continuous basis and re-order stocks from Supplies
Department as appropriate, ensuring that the ward is adequately stocked with stationery
at all times.
 At the request of Nursing Personnel arrange requests for transport for patients and
escort patients to other hospital departments as required
 Liaise with consultants’ secretaries and other external care facilities (hospitals, G.P.
practices etc.) regarding appointments etc as directed and required by Nursing
Personnel
 Comply with Health and Safety regulations, ensuring safe working practices and safe
working environment
 Implement quality standards ensuring that a quality service is provided at all times.
 Clerical Support in the Kerry Clinic
 Provision of secretarial support to the Consultant in a clinical environment
 Performance of key clinic reception duties including answering telephones, greeting
patients and others in person.
 Screening of calls to determine purpose and referral as appropriate
 Liaising when necessary with appropriate departments within the hospital, i.e.
Laboratory, Radiology etc.
 Typing of routine correspondence and reports from dictation or handwritten copy using
personal computer
 Transcribing machine dictated medical reports and other documentation using medical
terminology
 Operation of personal computer to access email, electronic calendars and other basic
office support software.
 Collection, sorting and screening of incoming mail. Preparation of outgoing mail
 Maintenance of patient medical records file systems to produce daily patient list, pulling
of charts ensuring that various records and forms are in appropriate order, insertion of
new/updated clinical and administrative documentation in medical records, checking for
consultant sign-off as required.
 Patient reports returned in numerical order/sequence and where possible in the patient’s
records to the Medical Records Department
 All letters dictated and typed to be filed at the back of the patient’s medical record
 All letters and reports forwarded for filing to Medical Records must have a corresponding
Hospital MRN (medical record number) relative to the Hospital
 Ordering of office and other supplies. Process and maintain record of purchase
 Collection of consultation fees, issuing appropriate receipts and maintaining accurate
daily cash reports.

Patient/Customer Service

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To ensure that all patients are treated with courtesy and respect at all times and any patient
concerns/complaints to be dealt with in a compassionate and respectful manner, and reported to
the appropriate where necessary

Person Specification

Factors Essential Desirable

Qualifications ECDL or equivalent Relevant secretarial

certificate/diploma

Customer Care Course

Experience Minimum two years administrative Administrative experience in a

experience health care setting desirable
Audio Typing
Medical Terminology

Skills High competency in Microsoft Knowledge of Hospital computer

Office systems is desirable
Excellent interpersonal and
communication skills
Ability to work to strict deadlines
Highly motivated with an
appreciation of the need for a
quality service

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 Particulars of Office

The appointment is: A full time/part time, permanent/fixed term/specified purpose

contract.

Annual Salary: Clerical Officer Grade III Salary Scale Code 0609
Annual Leave Entitlement: xxx per annum, pro rata

Probationary Period: The appointee shall hold office for a probationary period of six
months.

Pension Scheme: You will be eligible to join a defined contribution (DC) scheme which the
Organisation has in place through Irish Life. Terms and Conditions Apply.

Working Hours: The core working hours of attendance will be XXX hours per week. Your
flexibility on hours of attendance in response to service needs and managements
requirements will be a key element of this role.  

Location: You will be primarily based in Bon Secours Hospital Tralee, however you may be
required to travel for business purposes within the Group and externally. Therefore you will
be required to use your own car, in the performance of your duties.

Additional Information

Application Process:
Bon Secours Health System is an equal opportunities employer and is committed to
promoting an environment free from discrimination in accordance with the Employment
Equality Acts 1998 and 2015. The BSHS values diversity and recognises the benefits of
having a workforce that reflects the community we serve. All recruitment activity and
documentation will encourage applications from all potential candidates without
discrimination.

Interested candidates should apply for vacancies of interest by visiting the BSHS Careers
pages: https://www.bonsecours.ie/careers

Applications must be received before the closing date of the competition as late applications
will not be accepted. All applications are treated in strict confidence.

Data Protection:
All personal information provided by applicants will be stored securely by the BSHS and
will be used for the purposes of the recruitment process. Applicant information will not be
disclosed to any third party without their consent, except where necessary to comply with
statutory requirements or to provide normal BSHS services.

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CVs and application forms will be retained for a period of 12 months and in the case of a
successful candidate for the duration of his or her employment and a minimum of two
years thereafter. Data relating to unsuccessful applicants may be retained for a maximum
period of 12 months and used to invite applications for future posts that are deemed to
match the qualification and experience of the applicant.

On the expiry of the above-mentioned retention periods, BSHS will take the appropriate
steps to ensure that applicant data is securely disposed of.

Disability:
Please let us know if you need any special assistance at interview, e.g. if you have difficulty in
moving up or down stairs or have hearing or speech difficulties.

Notification:
Candidates are notified of the result of their interview at the earliest possible date after the
interview. The recommendation of the interview panel does not constitute a job offer. The
process continues after the interview and includes clearance checks such as references,
Garda clearance, occupational health clearance, validation of qualifications and experience.
A job offer is made pending satisfactory clearances. BSHS reserves the right to remove
candidates from specific recruitment panels and retract job offers if satisfactory clearances
cannot be obtained or are deemed unsatisfactory.

For some recruitment competitions a panel of successful candidates may be formed as a

result of the interviews. Candidates who obtain a place on the panel may, (within the life of
the panel), be considered for subsequent approved vacancies. Candidates are placed on a
panel in order of merit. A panel is typically live for 6 months.

Safety, Health and Welfare at Work

The post holder will be required to satisfy Occupational Health requirements for the post
and thereafter demonstrate their capability to perform through satisfactory attendance
records.

The post holder will be required to ensure, in so far as it is reasonably practicable, the
safety, health and welfare at work of self and all other employees. They have a duty to be
responsible for all safety practices/procedures in the BSHS (including mandatory training
and job specific requirements) and to ensure regular update of same.

They will participate in ensuring that effective safety procedures are in place to comply not
only with the Safety, Health and Welfare at Work Act but also within the spirit of the BSHS
mission, vision and values.

Hygiene:
During the course of employment, staff are required to ensure that the BSHS hygiene and
infection control policies are adhered to at all times. All staff have a responsibility to prevent
transmission of infection by adhering to and implementing optimal hand hygiene and
adhering to the BSHS Hygiene processes. Hygiene is a fundamental component of BSHS
quality system to ensure the safety and well-being of its patients and staff and plays a role
in the prevention and control of healthcare associated infection.

Educational Credentials
Staff are required to submit all educational credentials including certificates/diplomas etc.,
which are pertinent to their employment with the Bon Secours Health System.

Policies/Legislation:

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All Bon Secours Health System policies and procedures form an integral part of an
employment contract and may be subject to update and revision, from time to time, in
consultation with union representatives as appropriate. Employees are required to comply
with all BSHS policies, procedures (e.g. Dignity and Respect at Work, Attendance
Management and Sick Leave policy, Computer Usage Policy) and the BSHS/BSMH codes of
conduct.

Accreditation
During the course of employment, staff are required to maintain an awareness of current
developments in Accreditation and Quality both nationally and internationally.

Interdepartmental/Interdisciplinary Relationships
Staff are responsible for the completion of their agreed programme and must build strong
working relationships and liaise closely with colleagues to ensure the satisfactory completion
of same.

Professional Requirements
Staff are required to demonstrate professionalism at all times through their relationships,
work standards, appearance and compliance with policies and procedures of the
organisation.

Conflict of Interest/Corporate Compliance

Staff are required to be aware of the BSHS Code of Conduct – Business Relationships Policy
and declare any potential conflict of interest that may arise in the course of carrying out
their duties.

Confidentiality:
During the course of employment staff may have access to, or hear information concerning
the medical or personal affairs of patients, students, staff and/or other health service
business. Such records and information are strictly confidential and unless acting on the
instruction of an authorised officer, such information must not be divulged or discussed
except in the performance of normal duty. In addition, records must 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.

Signed: ____________________________ Date: _________________

The Post holder

Signed: ____________________________ Date: __________________

Head of Department

This job description will be subject to review in the light of changing circumstances and
may include any other duties and responsibilities as may be determined from time to time.

Date: December 2019

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