Surgical Secretary/ Wait list Co-ordinator FULL TIME

Surgical Secretary / Wait List Co-Ordinator

Permanent Contract

Surgical Directorate

Beaumont Hospital, Dublin 9

Directorate Support Supervisor

Appointment will be made on Grade IV Officer

€36,470 to €56,018 LSI

Full Time 35 hours per week

12 noon on 20/10/2026

The successful candidate will assist in the provision of an effective, consistent and efficient level of administrative support, including proficient typing skills. This post will also provide a cross-cover service within the Surgical Directorate on an as required basis, as per service and line manager requirements.

Other duties may include (but are not limited to):

·        Patient registration support

·        Assisting with the timely typing of all clinical correspondence, covering for secretary's absence.

·        Flexible working approach as per demands of the busy Surgical Directorate service

·        Provide a variety of administrative functions and an efficient and effective clerical service to the Directorate

•        Assist in the Planning, co-ordinating and directing of the daily operation of the Directorate.

•       Aware of the directorate KPI’s, goals and objectives and working with the Directorate Support Supervisor and

Directorate Support Manager to achieve same.

• →Encourage good working relationships within the multidisciplinary staff of the Directorate and with other Hospital.
• →Reception/ phones.
• →Clinic Preparation.
• →Clinical Appointments.
• →Ensure patients who require surgery are placed on a waiting list.
• →Ensure theatre lists are booked according to the guidelines provided by the Surgical Directorate management team.
• →Communicate with patients regarding their decision to admit and provide appropriate admission instruction, along with informing patients of cancellation and ensuring follow-up with the clinical team.
• →Ensure patients suspensions are appropriate and managed on an on-going basis.
• →Typing.
• →Referral tracking, Chart tracking.
• →General administration duties.
• →Be familiar with the appropriate standards in relation to evaluation of infection control data, compliance with hygiene audits and the hospital’s infection control policies and procedures.
• →Provide cover Directorate Nurse Manager/Business Manager/Consultant secretaries and admissions when need arises as directed by Directorate Support Supervisor/Manager i.e. annual leave/sick leave.
• →Identify opportunities for improvement and initiate steps to accomplish.
• →Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital.
• →Perform such duties as appropriate to the office as may from time to time.
• →Filing, scanning, photocopying and all other office duties.

In exercise of the powers conferred on me by Section 22 of the Health Act 2004, I hereby approve thequalifications, as set out hereunder, for the appointment and continuing as Assistant Staff Officer,Grade IV in the HSE.

(a) Eligible applicants will be those who on the closing date for the competition:(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutoryhealth agencies, or a body which provides services on behalf of the HSE under Section38 of the Health Act 2004.

Or

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list ofsubjects in the Department of Education Leaving Certificate Examination, includingMathematics and English or Irish1. Candidates should have obtained at least Grade Con higher level papers in three subjects in that examination.

Or

(iii) Have completed a relevant examination at a comparable standard in any equivalentexamination in another jurisdiction.

Or

(iv) Hold a comparable and relevant third level qualification of at least level 6 on theNational Qualifications Framework maintained by Qualifications and Quality Ireland,(QQI).Note1:

Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation levelpaper is not acceptable.

Candidates must have achieved these grades on the Leaving Certificate Established programmeor the Leaving Certificate Vocational programme.

The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

and

(b) Candidates must possess the requisite knowledge and ability, including a high standard ofsuitability, for the proper discharge of the office.

Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (withinthe meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). Acandidate who is not classified as a new entrant must be under 65 years of age on the first day ofthe month in which the latest date for receiving completed application forms for the office occurs.

Candidates for and any person holding the office must be fully competent and capable ofundertaking the duties attached to the office and be in a state of health such as would indicate areasonable prospect of ability to render regular and efficient service.

Candidates for and any person holding the office must be of good character.

• Knowledge and experience of using an email system effectively e.g. Outlook,
• General knowledge of the health service and how it
• Good communication and interpersonal skills including the ability to present information in a clear and concise
• Excellent planning and organisational skills including using computer technology
• Commitment to providing a quality service and customer service
• Flexibility, problem solving and initiative skills including the ability to adapt to
• The ability to work both independently and as part of a
• Leadership potential and strong team
• General awareness of national waiting list protocols (NTPF).
• Excellent MS Office skills to include Word,
• High speed typing Cert (45 WPM)
• Experience in a healthcare setting

 Aisling Connolly

Grade VI 

 aislingconnolly@beaumont.ie