Medical Secretaries Team Lead

Hollybank Trustees Ltd; Lucan; On-site; EUR 50,000 - 65,000; Full time

Job summary

Hollybank Trustees Ltd in Lucan, Co. Dublin, Ireland is seeking a Medical Secretaries Team Manager.

This is a permanent, full-time role overseeing day-to-day operation, workforce planning and stakeholder relationships within the Medical Secretaries team. You will ensure high-quality administrative support to Consultants, patients and multidisciplinary teams, with strong focus on GDPR compliance and service continuity.

Qualifications

• Experience in healthcare admin and team management.
• Proven rostering and workforce planning skills.
• Strong communication and stakeholder management.

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 ongoing development of team members.
• Manage annual leave, sickness absence and other leave requirements while ensuring appropriate service cover.
• Coordinate induction, orientation and training for new and temporary staff.
• Monitor workloads and allocate resources according to priorities.
• Promote a positive, professional and accountable team culture.
• Prepare and manage rosters and schedules across Consultant Suites.
• Allocate Medical Secretaries to Consultants based on schedules.
• Maintain staffing levels and arrange cover for leave and increased activity.
• Manage and maintain time/attendance system (TMS).
• Review staffing and suite allocations to ensure resources are used effectively.
• Respond to short-notice changes to maintain continuity of service.
• Act as key liaison between team, Consultants and hospital management.
• Develop and maintain relationships with existing and newly appointed Consultants.
• Support onboarding and integration of new Consultants.
• Review rosters and requirements to ensure support is available.
• Liaise with departments regarding schedule changes.
• Identify and resolve operational issues affecting administrative services.
• Deliver efficient and professional medical secretarial service.
• Ensure patient records and scheduling are accurate and timely.
• Maintain hospital information systems (Meditech) and other systems.
• Monitor workflows and implement improvements for efficiency.
• Ensure processes for bookings, documentation, payments, reconciling are followed.
• Maintain confidentiality and GDPR compliance.
• Provide hands-on admin support to maintain service continuity.
• Monitor performance and identify workflow improvements.
• Collaborate with clinical teams to resolve issues.
• Handle patient queries and escalations.
• Participate in meetings and support department objectives.
• Ensure mandatory training and safety standards are met.

Skills

Leadership

People management

Rostering

Stakeholder management

Communication

IT systems

Tools

Meditech

Job description

Location: On site / Lucan, Co. Dublin, Ireland
job type: Permanent / Full-time
Sector and subsector: Business Support | Administration
Salary: Negotiable salary

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

• 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

• 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.