Grade IV Officer - HR26153

##### -*St Vincent's University Hospital*-

Closing Date: 29 Oct 2026

#### Job Details

Reference:

HR26153

Job Nature:

Full Time Permanent

Job Location:

St Vincent's University Hospital

Grade:

Grade IV

### Overview

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

Informal Enquiries or Role Specific Enquiries to: Ms Louise Smyth, Head of Clinical Support, Tel: (01) 221 5269, Email: [email protected]

Please download the below job description for this position, as this will not be available online after the vacancy close date.

Applications for St. Vincent’s University Hospital job vacancies will only be accepted through SVUH Careers Page.

Any applications submitted after the vacancy has closed will not be accepted.

You will receive a confirmation email within 2 working days that your application has been received. We highly recommend that you contact us by emailing [email protected] if you do not hear from us.

Closing date of applications: 29/10/2026.

To be considered for this role you will be redirected to and must complete the application process on our careers page. To start the process, click the Apply button below to Login/Register.

### Key Responsibilities

Key Duties and 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.

Key Responsibilities

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:

The role requires a proactive approach to supporting and enhancing administrative service delivery. Key responsibilities include:

• 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 delivery

Act 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.