Grade IV Officer - HR26153

St. Vincent's University Hospital; Dublin; On-site; EUR 42,000 - 56,000; Full time

Job summary

St. Vincent's University Hospital invites applications for a Grade IV Officer in the Clinical Administration department. The role supports delivery and coordination of administrative services across clinical areas, acting as a link between administrative teams, clinical staff, and management.

The post requires initiative, judgement, and strong organisational skills. It covers front-line registration, secretarial services, ward administration, and medical records, with a 35-hour week and some

Responsibilities

• Front-line registration: oversee patient registration across outpatient, inpatient, day-care, and unscheduled care areas
• Secretarial services for clinical specialties: manage correspondence and audio typing where required
• Ward administration for inpatient and day-wards
• Medical records: coordinate retrieval, preparation, and availability of records
• Code of Practice: ensure compliance with HSE COP standards
• Operational duties: flexible admin support across clinical settings
• Coordinate appointment scheduling, referrals, and waiting lists
• Monitor referral management and documentation across PAS and related systems
• Support patient flow initiatives and clinic administration processes
• Maintain accurate patient activity records across OPD, ED, inpatient, and day case services
• Maintain high standards of documentation and filing per HSE guidelines
• Support induction and ongoing training of administrative staff
• Participate in staff rosters including weekend cover
• Ensure data quality and reporting to line management

Job description

Overview

Applications are invited for the position of Grade IV Officer in the Clinical Administration department of St. Vincent’s University Hospital.

Job Details

Reference

HR26153

Job Nature

Full Time Permanent

Job Location

St Vincent's University Hospital

Grade

Grade IV

Informal Enquiries or Role Specific Enquiries to: Ms Louise Smyth, Head of Clinical Support, Tel: [phone], Email: [e-mail]

Closing date of applications: 29/10/2026.

Key Responsibilities

The Grade IV Officer plays a key role in supporting the delivery and coordination of administrative services within clinical areas. The role requires initiative, judgement, and strong organizational skills to manage workflows, resolve operational issues, and ensure efficient service delivery.

The post holder works independently on a day-to-day basis, acting as a key link between administrative teams, clinical staff, and management.

Clinical Administration Services roles include but are not limited to:

• Front-line registration
• Secretarial services for a range of medical and surgical specialties
• Ward administration (Inpatient and Day-wards)
• Medical records

The post holder may be assigned to any of these areas depending on service requirements and individual skill set.

The standard working week is 35 hours. The post holder will be required to work scheduled rosters, including early start times (e.g. 7am or 7:30am), and any on-call or weekend arrangements in line with service needs.

The duties outlined below are not exhaustive and may be reviewed and amended in line with service requirements. The post holder is expected to demonstrate flexibility, initiative, and adaptability in a dynamic clinical environment.

General Responsibilities

• Ensure compliance with all relevant Policies, Procedures and Guidelines (PPGs), including the HSE Code of Practice for Healthcare Records Management
• Participate in staff rosters, including weekend cover, in line with service requirements
• Support the induction and ongoing training of administrative staff
• Maintain high standards of accuracy and data quality across PAS and related systems
• Contribute to a culture of continuous improvement and high-quality service delivery
• Undertake additional duties appropriate to the role as required by service needs

Service Coordination & Workflow Management:

• Coordinate and oversee daily administrative operations to ensure an efficient and effective service
• Prioritise workload in line with service demands, clinic activity, and organisational targets
• Monitor workflows and identify issues that may impact patient care or service delivery, taking appropriate action
• Support patient flow initiatives, including waiting list management and service improvement activities
• Ensure administrative processes support the achievement of service delivery objectives and performance targets.
• Undertake duties as assigned based on placement area and operational requirements

Communication & Liaison:

• Act as a key point of contact for patients, families, clinical teams, and external stakeholders
• Manage complex, sensitive, or non-routine queries, ensuring timely and appropriate resolution
• Escalate risks, issues, or service pressures to line management as required
• Maintain effective and ongoing communication with line managers regarding operational performance and challenges

Decision-Making & Accountability:

• Exercise judgement in prioritising workload and resolving operational issues
• Work independently within established policies and procedures
• Take responsibility for coordinating workflows and supporting service deliveryAct as a point of escalation for routine operational issues within the department

Operational Duties

Operational duties will vary depending on the specific service area to which the post holder is assigned. The role is designed to provide flexible administrative support across a range of clinical settings, and responsibilities will be aligned with the operational requirements of that area.

Front-Line Registration:

• Oversee patient registration services across outpatient, inpatient, day-care, and unscheduled care areas
• Ensure accurate and timely recording of patient demographics and activity on PAS and related systems
• Coordinate appointment scheduling, cancellations, and clinic administration processes
• Monitor referral management processes, ensuring timely logging, tracking, and clinical triage
• Support follow-up of referral outcomes and ensure appropriate documentation is maintained
• Provide support to central appointments services, managing queries and demand effectively
• Monitor communication systems, including text reminders, ensuring timely responses and updates
• Support waiting list management, including DNA (Did Not Attend) tracking and related initiatives
• Ensure accurate recording of patient activity across OPD, ED, inpatient, and day case services

Secretarial Services:

• Coordinate administrative and secretarial support for clinical specialties
• Oversee preparation, processing, and management of clinical correspondence, including audio typing where required
• Ensure timely distribution and accurate filing of correspondence using electronic systems
• Support clinic administration, including appointment coordination and waiting list management
• Monitor the tracking and triage of referrals in collaboration with clinical teams
• Ensure healthcare records are prepared and available in advance of clinics
• Maintain high standards of documentation and filing in accordance with HSE guidelines

Medical Records:

• Coordinate the retrieval, preparation, and availability of healthcare records for all clinical areas
• Ensure compliance with HSE standards for the management, storage, and handling of healthcare records
• Oversee record tracking systems to ensure accuracy, accountability, and traceability
• Support the implementation and use of electronic and hybrid healthcare record systems
• Participate in the ongoing organisation, maintenance, and optimisation of records management systems
• Ensure records are available in a timely manner for patient care, audits, and research activities
• Contribute to record lifecycle processes, including purging and system maintenance

Code of Practice:

It is a requirement for all staff in Medical Records and Patient Services to become knowledgeable about the HSE Code of Practice (COP) standards and to ensure their compliance with these standards.

Our Requirements

Please refer to the job description or candidate information booklet attached to this advertisement.

What We Offer

Please refer to the job description or candidate information booklet attached to this advertisement.

Candidate Information Booklet

This booklet contains all the information candidates need to know about the role.

View PDF