Medical Secretary

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Job Title: Medical Secretary (Full-Time)
Location: Blackrock Clinic (Formally Galway Clinic)
Hours: 8:30am – 5:30pm, Monday to Friday

Medical Secretary – Private Consultant
Location: Blackrock Clinic
Reporting to: Consultant / Practice Manager

Role Overview

We are seeking to appoint a highly professional, organised, and personable Medical Secretary to support a private consultant at Blackrock Clinic. The successful candidate will act as the primary point of contact for patients and visitors, ensuring the delivery of a courteous, efficient, and confidential administrative service in a busy clinical environment.

This role requires a high level of discretion, attention to detail, and the ability to manage multiple priorities while maintaining a patient-focused approach at all times.

Key Duties and Responsibilities

Patient Services and Front-of-House

• Provide a professional and welcoming reception service to all patients and visitors
• Ensure all patient interactions are handled with sensitivity, discretion, and efficiency
• Maintain a clean, organised, and well-presented reception area

Administrative Support

• Deliver comprehensive administrative support, including document preparation, scanning, filing, and records management
• Maintain accurate and up-to-date patient records in line with data protection and confidentiality requirements
• Manage incoming correspondence (post, email, SMS) and ensure appropriate distribution and response

Scheduling and Coordination

• Coordinate and manage patient appointments, clinic schedules, and surgical lists
• Prepare and finalise theatre lists in collaboration with the consultant and relevant departments
• Liaise with admissions teams to arrange patient bookings for procedures and day cases

Communication

• Handle all incoming telephone enquiries in a professional and timely manner
• Provide accurate and appropriate information to patients, relatives, and healthcare professionals
• Escalate queries or concerns where necessary

Financial Administration

• Process patient payments via approved payment systems
• Issue receipts and maintain accurate financial records as required

Operational Support

• Assist in the development and updating of clinic policies and administrative procedures
• Work collaboratively with clinical and administrative colleagues to support the effective delivery of patient care

Compliance and Confidentiality

• Ensure full compliance with all relevant data protection legislation and healthcare regulations
• Maintain strict confidentiality in all aspects of the role

Essential Criteria

• Minimum of 2 years’ experience in a Medical Secretary, Medical Receptionist, or similar administrative role within a healthcare setting
• Demonstrated ability to manage competing priorities in a fast-paced environment
• Excellent organisational skills with a high degree of accuracy and attention to detail
• Strong interpersonal and communication skills, both written and verbal
• Proficiency in Microsoft Office applications (Word, Excel, Outlook)
• Experience operating standard office equipment (e.g., printers, scanners, telephone systems)
• Ability to work independently with minimal supervision, as well as part of a team
• Professional, discreet, and patient-focused approach
• Full driving licence and access to a car
• Fluent English (written and spoken)

Desirable Criteria

• Previous experience working within a private healthcare setting
• Familiarity with medical terminology and clinical systems
• Experience coordinating surgical or theatre lists

Job Types: Full-time, Permanent

Pay: €18.00-€20.00 per hour

Benefits:

• Additional leave
• Bike to work scheme
• Company events
• On-site parking
• Sick pay

Experience:

• Medical secretary : 2 years (required)

Work Location: In person