Medical Secretary

Job Title: Medical Secretary (permanent full time)

Reports to: Business Manager

Location: Bon Secours Hospital Dublin

Job Purpose

The Medical Secretary is a key member of the administrative and clinical support team, responsible for providing high-quality secretarial and organisational assistance to clinicians and the wider department. This role requires exceptional accuracy, strong interpersonal skills, and the ability to manage a wide range of clinical and administrative tasks in a fast‑paced healthcare environment. The post holder will support daily clinic operations, manage patient communication, and ensure accurate and efficient handling of medical information and related processes.

Key Duties and Responsibilities:

Clinical & Administrative Support

• Provide comprehensive secretarial support to consultants and clinical teams.
• Perform audio typing of clinical letters, reports, and medical documentation with a high degree of accuracy.
• Manage patient records and ensure all information is accurately uploaded, stored, and handled confidentially.
• Schedule patient appointments, investigations, and procedures, ensuring clear communication with patients and clinical staff.
• Process and follow up on referrals, test results, and consultant instructions.
• Manage the response times on clinical letters to ensure that are completed and sent within an efficiently, reasonable and timely manner.
• Support for Rapid Access Sleep Clinics and other developing business areas will be required where reasonably required and practicable.
• Cover may be provided for other Medical Secretaries where practicable and within the individual’s learned or trained discipline.
• Management acknowledges that annual leave, seasonal, and other cover arrangements are dependent on agreement and capacity within the Medical Secretary group. While management will facilitate and support planning where possible, such cover cannot be guaranteed and remains subject to mutual agreement.

Database & Systems Management

The post holder will work confidently across a wide range of hospital systems, including:

• iMedDoc – management of clinic documentation and patient correspondence.
• PIMS – patient registration and sending Theatre/Cathlab bookings.
• RIS/PACS – entering orders for vetting across all modalities; appointing simple orders such as X-rays for Ortho clinics.
• BECS – processing billing and receipting for pre-consultation tests such as Echo/ECG; obtaining patient signatures for claims.
• Q-Pulse – accessing and managing quality documentation.
• IWA – chart ordering for clinics and Radiology CD requests.
• Swiftqueue – booking patients for blood tests or directing them to self-book.
• Syngo Dynamics – viewing Cathlab reports.
• EndoRad – accessing Endoscopy reports.
• Fully engaged in any database system changes NTPF Administration

• Follow National Treatment Purchase Fund (NTPF) processes for referral handling and triage.
• Maintain accurate records and ensure compliance with NTPF administrative requirements, in line with the responsibilities of the Medical Secretary role.

• Patient Interaction & Communication

• Act as first point of contact for patients, consultants, and clinical staff.
• Answer telephone queries with professionalism, clarity, and empathy.
• Provide clear instructions, support, and reassurance to patients regarding appointments and procedures.
• Escalate complex or sensitive issues to appropriate clinical or managerial staff.

Quality, Safety & Compliance

• Maintain strict patient confidentiality at all times.
• Follow hospital policies, GDPR requirements, and clinical governance procedures.
• Ensure accurate and compliant handling of clinical information.

Essential Experience

Desirable Experience

• Previous experience in a hospital or healthcare environment.
• Knowledge of NTPF processes.
• Familiarity with the full suite of systems listed above.

Essential Skills

• Flexible with strong organisational ability
• Ability to be flexible in relation to business requirements
• Exceptional accuracy and attention to detail.
• Ability to work under pressure and manage competing priorities.
• Strong initiative and ability to work independently.
• Excellent telephone manner with empathy for patients and families.
• Effective team player with strong multi-tasking skills.
• Energetic, enthusiastic, and compassionate.
• Strong awareness of professional boundaries; able to recognise limitations and escalate concerns appropriately.

CLOSING DATE FOR RECEIPT OF APPLICATIONS 21ST SEPTEMBER 2026

Bon Secours Health System is an equal opportunities employer. Our values of Human Dignity, Compassion, Stewardship, Service and Integrity guide everything we do. We are committed to fostering an inclusive and supportive workplace where all employees have the opportunity to thrive. We welcome applications from individuals of all backgrounds, abilities and perspectives, and provide reasonable accommodations throughout the recruitment process. If you require any assistance, please contact [email protected]