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Clerical Officer - Inpatient Ward- Sports Surgery Clinic

Job details Job type Full-time Permanent

BenefitsPulled from the full job description Bike to work scheme Company pension Employee assistance program Employee discount Flexitime On-site parking Show 1 more benefit

Full Job Description

Role Overview Qualifications

  • The successful candidate must be educated to Leaving Certificate Standard.


  • At least 2 years previous clerical experience

  • Previous experience of working within an acute/clinical setting.

  • Self-directed and an ability to work independently.

  • Self starter with initiative and drive and ability to think creatively and laterally and identify and negotiate opportunities.

  • Diplomatic and tactful with the ability to build and maintain relationships.

  • A team player with an open and flexible attitude.

  • Excellent communication skills – written and verbal.

  • Computer literate including use of relationship databases, MS suite.

  • Flexibility to work in an ever-changing environment.

  • Be able to identify potential difficulties and formulate solutions

  • Be of good character


  • This position reports to the CNM 2 on the Ward

Key Responsibilities

  • Support the implementation of the paperless Hospital Information System (HIS).

  • Drive quality and ensure it is compliant to relevant standards

  • Maintain an awareness of the privacy of patients in relation to all activities.

  • Create a culture of accountability openness to change; respect for the individual and Teamwork that supports the achievement of our goals.

  • Create and promote healthy working relationships.

  • Demonstrate behaviour consistent with the values of the clinic.

  • Actively participate in the Clinic’s accreditation programme and the ethos of continuous quality improvement and implement and maintain procedures in the department.

  • Contribute to the development of an organizational culture which is conducive to the establishment and maintenance of good staff morale.

  • Ensure incidents, near misses, involving patients and staff are documented and reported in accordance with Clinic’s procedures and guidelines.

  • Setting and monitoring standards.

  • Contribute to the development of an organisational culture which is conducive to the establishment and maintenance of good staff moral.

  • Have a flexible attitude.

  • Liaise with admissions re: time changes, and email details of patients who needs pre-op bloods and other investigations and any other issues as directed by the CNM 1/2

  • Bed Management, Daily allocation of patient beds and Discharge or transfer of patients to other rooms as required on a day to day basis, and as instructed by the CNM 1/2.

  • Update bed management on HIS for Inpatient Wards as required in timely manner.

  • Answer all calls from Patients Family, recovery and Theatres and refer them to relevant nursing team looking after the patient.

  • Answer all phone calls and document any enquiries into the phone query book and ensure the doctor/nurse is informed in order to follow up.

  • Advise theatre staff of any changes to theatre list re additional cases, cancellations etc. in consultation with CNM 1/2.

  • Checking of charts before sending to Medical Records and ensuring that they are properly filed.

  • Filing and labelling all Inpatient ward documents before they are dispatched for filing and scanning to IMSCAN.

  • Retrieve medical charts from Medical Records in the absence of Medical Records Staff or when requested by Nursing Team.

  • Email Prescriptions to Pharmacy & GP Practices as required.

  • Book Wound Review Appointments & liaise with Wound Clinic.

  • Sending patient allocation emails daily to relevant departments.

  • Update boards in Inpatient Wards daily, in a timely manner.

  • Printing Theatre list daily for In Patient Wards.

  • Keep the Inpatient Ward front desk and surrounding, inclusive of communication board tidy.

  • Order all stationary for Inpatient Ward when required.

  • Restock all Inpatient Ward paperwork including doctors’ books, drug Kardex, fluid balance charts etc.

  • Carry out administration/clerical duties as required by CNM 1/2.

  • Courteous with patients, patient’s relatives and visitors at all times.


  • Manage conflict to effective resolution.

  • Effective communication with all personnel contributing to patient care within the clinic.

  • Liaise effectively with all members of the multi-disciplinary team to ensure that care delivery is patient focused and of the highest standard.

  • Demonstrate initiative and be receptive to new ideas and development.

  • Display qualities of leadership, good communication and behaviour with all users of service and other service providers.

Skills / Abilities

  • Accurate data entry and keyboard skills.

  • Ability to work as part of a team and without supervision as necessary.

  • Good organisational skills.

  • Effective communication skills – written and verbal.

  • Good time management skills, ability to prioritise work and ability to remain organised under pressure.

Self Development

  • Attend mandatory in-service programmes (e.g. SSC Induction, Manual Handling, Fire Lecture, Hand Hygiene)

  • Participate in training programmes in Hospital Information Systems (HIS) in order to facilitate development of Information Technology and Computerisation.

Health and Safety:

  • Be familiar with Health and Safety regulations. All employees have a statutory obligation to take care to avoid injury to themselves or to others in the course of their work. Hazards, defects or potential hazards must be notified to the appropriate person. Protective clothing, masks, gloves and visors must be worn according to policy. Ensure that appropriate health and safety, fire and other statutory regulations are adhered to.

  • Particular care is required to avoid sharps injuries.

Please note the following:

  • Fire orders must be observed, and staff must attend fire lectures periodically.

  • All accidents within the department must be reported immediately.

  • In line with the Safety, Health and Welfare at Work Act (1989 & 2005), smoking within the Clinic building is not permitted.

Conditions of Employment:

  • Annual Leave Entitlement: 21 days per annum pro-rata. Annual leave is calculated January to December of each year.

  • Sick Leave Regulations: Please refer to the Sports Surgery Clinic Staff Handbook which shall be given to new appointees on taking up duty.

  • A minimum of two month's notice of termination of employment is required. Notice of termination of employment must be received in writing.

  • Uniform Policy must be adhered to at all times.

PERSON SPECIFICATION The job description is not intended to be either restrictive or definite but is a guide to the general scope of the role; changes will take place in consultation with the post holder. Job Types: Full-time, Permanent Benefits:

  • Bike to work scheme

  • Company pension

  • Employee assistance program

  • Employee discount

  • Flexitime

  • On-site parking

  • Store discount


  • 8 hour shift

  • Day shift

  • Monday to Friday

COVID-19 considerations: Masks are required, temperature checks taken, hand sanitizing stations throughout Reference ID: CKS2201

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