Temporary Grade IV Admin Support - Dietetics

Position Summary:

• The successful candidate will work as part of the Department of Nutrition & Dietetics Team in Beaumont Hospital. They will have a high degree of knowledge and understanding of the overall workings of the Dietitian Department. They will be organised, have very good computer literacy and be adaptable and flexible.
• They will have a high level of awareness of patient confidentiality and ensure patient-centred care is at the forefront of their service.
• They will follow established policies and procedures. They will provide and effective, consistent and efficient level of clerical support to patients and all members of the healthcare team. They will monitor the smooth running of the Dietitian Dept., liaise with the management team in identifying issues, proposing solutions and implementing changes as needed to meet the demands of the service.
• To perform such other duties appropriate to office as may be from time to time assigned by the Dietitian Manager or a designated officer

Principal Duties and Responsibilities:

• Service Management
  Responsible for the administration duties within the Department and assist with the overall smooth running of the Department including:
  o Answer, screen and route telephone calls that come into the Department
  o Open and sort Department mail
  o Transcribe and type materials to include all correspondance on clinics, service discharges and meetings where appropriate.
  o Maintain Department files and records
  o Collect and record information on hospital and department databases
  o Compile and distribute reports and meeting minutes where appropriate
  o Monitor and maintain office equipment and supplies
  o Photocopying and scanning when necessary
  o Tracking of medical charts
  o Filing of Dietetic notes in medical charts when necessary
  o Order stationary supplies from Stores on a weekly basis and keep the office stocked with necessary diet sheets and stationary.
  o Complete annual stock take for Department

• OPD Clinic Duties including:
  o Scheduling of OPD Dietitian led Clinic appointments
  o Pull medical charts for OPD clinics
  o Complete any relevant administration letters post OPD clinics
  o Responsible for maintaining OPD waiting lists
• Maintaining Standards
  · To comply with all relevant statutory, local and hospital regulations and policies at all times
  · Undertake training and further learning to develop the personal skills required to improve patient care
  · Attendance at meetings where requested by Dietitian Department Manager.
• Communication
  · Strong communication links with the Dietitian Department staff
  · Communication within the department and be the point of communication to all staff in the team
  · Initial point of contact for patient queries
  · Coordinate/book all relevant patient appointments
  · Type all relevant correspondence in relation to the operations of the department where applicable

Selection Criteria:
Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.
Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory: 

Professional Qualifications, Experience

(a) Eligible applicants will be those who on the closing date for the competition:
(i) Obtained at least grade D (or pass) in Higher or Ordinary Level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied.

Or

(ii) Passed an examination of at least equivalent standard

Or

(iii) Satisfactory relevant experience which encompasses demonstrable equivalent skills

And

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office based on the skills competencies and knowledge for the post.

Health

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

Character

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

Desirable:

• Previous Grade IV experience
• Relevant experience in the healthcare setting (acute hospital, rehab centre etc)