Medical Secretaries Team Lead

Blackrock Health Hermitage Clinic; Dublin; On-site; EUR 60,000 - 90,000; Full time

Job summary

Blackrock Health Hermitage Clinic is seeking a Medical Secretaries Team Manager to oversee day-to-day operations, rostering and people management across the Medical Secretaries team, ensuring a high-quality administrative service to Consultants, patients and multidisciplinary teams.

The role demands strong leadership, stakeholder engagement and excellent organisational and IT skills, with responsibility for workforce planning, attendance management and ensuring continuity of service in a busy

Qualifications

• Strong people management and leadership skills.
• Excellent organisational, planning and prioritisation ability.
• Strong stakeholder and relationship-management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple competing priorities in a busy healthcare environment.
• Strong workforce planning, rostering and scheduling capability.
• High level of attention to detail and administrative accuracy.
• Strong problem-solving and decision-making skills.
• Ability to remain flexible and adapt quickly to changing service requirements.
• Confident working independently while knowing when issues require escalation.
• Strong IT skills and ability to work across multiple hospital systems.
• Demonstrated commitment to confidentiality, professionalism and excellent patient service.

Responsibilities

• Provide day-to-day management, leadership and supervision of the Medical Secretaries team.
• Manage staff performance, probation, attendance, absence, disciplinary and grievance matters in line with hospital HR policies.
• Conduct regular staff meetings, one-to-ones and performance reviews and support the ongoing development of team members.
• Manage annual leave, sickness absence and other leave requirements while ensuring appropriate service cover is maintained.
• Coordinate induction, orientation and training for new and temporary staff.
• Monitor workloads and allocate resources according to service priorities and operational requirements.
• Promote a positive, professional and accountable team culture.
• Prepare and manage Medical Secretary rosters and schedules across the Consultant Suites.
• Allocate Medical Secretaries to the appropriate Consultants and clinical areas based on Consultant schedules and service requirements.
• Maintain appropriate staffing levels and arrange cover for annual leave, sickness, vacancies and increased service activity.
• Manage and maintain the TMS time and attendance system, including staff schedules, clocking records, attendance information and relevant adjustments.
• Regularly review staffing and suite allocations to ensure resources are being used effectively.
• Respond flexibly to short-notice staffing or operational changes to maintain continuity of service.
• Act as a key point of contact between the Medical Secretaries team, Consultants and hospital management.
• Develop and maintain strong working relationships with existing and newly appointed Consultants.
• Support the administrative integration of newly onboarded Consultants and address ongoing administrative or operational queries.
• Review Consultant rosters, suite allocations and Medical Secretary requirements to ensure appropriate administrative support is available.
• Liaise with relevant departments regarding changes to Consultant schedules, clinics and service requirements.
• Identify and resolve operational issues affecting Consultant administrative services, escalating where appropriate.
• Oversee the delivery of an efficient and professional medical secretarial and administrative service.
• Ensure Consultant correspondence, appointment scheduling, patient records and administrative processes are completed accurately and within appropriate timelines.
• Ensure relevant hospital information systems are maintained accurately, including Meditech and other systems as required.
• Monitor administrative workflows and introduce improvements where appropriate to support efficiency and service quality.
• Ensure appropriate processes are followed in relation to patient bookings, documentation, payments, reconciliation and other administrative requirements.
• Maintain confidentiality and ensure compliance with GDPR, hospital policies and all relevant regulatory requirements.
• Provide operational support and hands-on administrative assistance when required to maintain continuity of service.
• Monitor service performance and identify opportunities to improve workflows, productivity and patient experience.
• Support changes to administrative processes and systems and ensure these are effectively implemented within the team.
• Work collaboratively with Consultants, clinical teams and other administrative departments to resolve operational issues.
• Manage patient queries, concerns and escalations appropriately.
• Participate in relevant meetings and contribute to wider departmental and hospital objectives.
• Ensure compliance with mandatory training, hospital policies, Health & Safety, risk management and quality requirements

Job description

Job Purpose

The Medical Secretaries Team Manager is responsible for the day-to-day operational and people management of the Medical Secretaries team, ensuring an efficient, consistent and high-quality administrative service is provided to Consultants, patients and multidisciplinary teams.

The role has responsibility for workforce planning, rostering, performance and absence management, staff deployment and service cover across the Consultant Suites. The post holder will ensure Medical Secretaries are appropriately allocated to Consultants and clinical areas in line with service requirements and changing Consultant schedules.

A key element of the role is stakeholder and relationship management with both existing and newly appointed Consultants. The Medical Secretaries Team Manager will work closely with Consultants to support suite allocation, review Consultant schedules and administrative requirements, and provide ongoing support following Consultant onboarding.

This is a predominantly administrative and operational role requiring a highly organised, flexible and responsive individual with excellent multitasking, time-management, communication and problem-solving skills. The post holder will be required to adapt quickly to changing operational priorities while maintaining continuity of service

Key Responsibilities

People Management & Leadership

• Provide day-to-day management, leadership and supervision of the Medical Secretaries team
• Manage staff performance, probation, attendance, absence, disciplinary and grievance matters in line with hospital HR policies.
• Conduct regular staff meetings, one-to-ones and performance reviews and support the ongoing development of team members.
• Manage annual leave, sickness absence and other leave requirements while ensuring appropriate service cover is maintained.
• Coordinate induction, orientation and training for new and temporary staff.
• Monitor workloads and allocate resources according to service priorities and operational requirements.
• Promote a positive, professional and accountable team culture.

Workforce Planning, Rostering & TMS

• Prepare and manage Medical Secretary rosters and schedules across the Consultant Suites.
• Allocate Medical Secretaries to the appropriate Consultants and clinical areas based on Consultant schedules and service requirements.
• Maintain appropriate staffing levels and arrange cover for annual leave, sickness, vacancies and increased service activity.
• Manage and maintain the TMS time and attendance system, including staff schedules, clocking records, attendance information and relevant adjustments.
• Regularly review staffing and suite allocations to ensure resources are being used effectively.
• Respond flexibly to short-notice staffing or operational changes to maintain continuity of service.

Consultant & Stakeholder Relationship Management

• Act as a key point of contact between the Medical Secretaries team, Consultants and hospital management.
• Develop and maintain strong working relationships with existing and newly appointed Consultants.
• Support the administrative integration of newly onboarded Consultants and address ongoing administrative or operational queries.
• Review Consultant rosters, suite allocations and Medical Secretary requirements to ensure appropriate administrative support is available.
• Liaise with relevant departments regarding changes to Consultant schedules, clinics and service requirements.
• Identify and resolve operational issues affecting Consultant administrative services, escalating where appropriate.

Operations & Administration

• Oversee the delivery of an efficient and professional medical secretarial and administrative service.
• Ensure Consultant correspondence, appointment scheduling, patient records and administrative processes are completed accurately and within appropriate timelines.
• Ensure relevant hospital information systems are maintained accurately, including Meditech and other systems as required.
• Monitor administrative workflows and introduce improvements where appropriate to support efficiency and service quality.
• Ensure appropriate processes are followed in relation to patient bookings, documentation, payments, reconciliation and other administrative requirements.
• Maintain confidentiality and ensure compliance with GDPR, hospital policies and all relevant regulatory requirements.
• Provide operational support and hands-on administrative assistance when required to maintain continuity of service.

Service Delivery & Continuous Improvement

• Monitor service performance and identify opportunities to improve workflows, productivity and patient experience.
• Support changes to administrative processes and systems and ensure these are effectively implemented within the team.
• Work collaboratively with Consultants, clinical teams and other administrative departments to resolve operational issues.
• Manage patient queries, concerns and escalations appropriately.
• Participate in relevant meetings and contribute to wider departmental and hospital objectives.
• Ensure compliance with mandatory training, hospital policies, Health & Safety, risk management and quality requirements

The postholder may be required, in line with service needs and the overall delivery of the service, to undertake the duties and responsibilities of a Medical Secretary when required. This will include completing Medical Secretary tasks in addition to the postholder's existing duties and responsibilities, as directed by management, to support service continuity and effective operational delivery

Key Responsibilities & Competencies

• Strong people management and leadership skills.
• Excellent organisational, planning and prioritisation ability.
• Strong stakeholder and relationship-management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple competing priorities in a busy healthcare environment.
• Strong workforce planning, rostering and scheduling capability.
• High level of attention to detail and administrative accuracy.
• Strong problem-solving and decision-making skills.
• Ability to remain flexible and adapt quickly to changing service requirements.
• Confident working independently while knowing when issues require escalation.
• Strong IT skills and ability to work across multiple hospital systems.
• Demonstrated commitment to confidentiality, professionalism and excellent patient service.