Clinical Admin Officer - Hospital Records & Support

St. Vincent's University Hospital; Dublin; On-site; EUR 24,000 - 30,000; Full time

Job summary

St. Vincent's University Hospital is inviting applications for a Grade III Clerical Officer in the Clinical Administration department.

The role covers Front-Line Registration, Medical Records, Ward Administration, and Secretarial Services across multiple clinical settings, under supervision and in line with hospital policies. The position is full-time permanent with duties in patient registration, record management, and administrative support, contributing to efficient patient care and service

Responsibilities

• Deliver administrative support in line with hospital policies and HSE standards
• Maintain confidentiality of patient information
• Ensure accurate patient data on PAS and other systems
• Ensure up-to-date healthcare records for each episode of care
• Collect and distribute internal post
• Answer calls and respond to queries promptly
• Photocopy and manage patient documentation
• Provide professional and courteous service to patients, families and staff
• Work as part of a multidisciplinary team
• Escalate issues to senior staff as required
• Undertake additional duties appropriate to service needs
• Retrieve, prepare, and deliver healthcare records for clinical use in a timely manner
• Ensure accurate filing and organisation of patient documentation
• Support tracking and movement of records across clinical areas
• Support maintenance of healthcare records for patient care, audits and research
• Participate in maintenance and review of healthcare record storage systems
• Ensure all required clinical documentation is available for scheduled clinics
• Provide administrative support to inpatient and day ward areas
• Maintain up-to-date patient documentation within healthcare records
• Ensure documentation is filed on discharge
• Liaise with clinical teams to ensure discharge summaries and documentation
• Support tracking and signing of diagnostic results
• Communicate with Admissions regarding patient documentation and certification requirements
• Assist with arranging follow-up appointments and patient transport
• Support patient discharge process and distribution of discharge documentation and referrals
• Monitor and replenish ward stock
• Assist in maintenance of ward activity and duty records
• Provide administrative and secretarial support to medical and surgical specialties
• Prepare, process, and manage clinical correspondence
• Ensure timely distribution of patient correspondence via electronic and postal systems
• Respond to telephone enquiries and follow up on queries
• Maintain accurate ward census data and update IT systems
• Ensure discharged healthcare records are returned to the appropriate location
• Provide reception and registration services across outpatient, inpatient, day-care, and unscheduled care settings
• Accurately register patient activity and maintain up-to-date demographic information on PAS
• Book, reschedule, and cancel outpatient appointments
• Process and log referrals received through post and electronic systems (e.g. Healthlink)
• Support the tracking and management of referrals and ensure timely triage with clinical teams
• Respond to patient appointment queries via telephone and messaging systems
• Monitor and respond to text reminder systems
• Record outpatient and day case activity on IT systems

Job description

St. Vincent's University Hospital is inviting applications for a Grade III Clerical Officer in the Clinical Administration department.

The role covers Front-Line Registration, Medical Records, Ward Administration, and Secretarial Services across multiple clinical settings, under supervision and in line with hospital policies. The position is full-time permanent with duties in patient registration, record management, and administrative support, contributing to efficient patient care and service