Description:
SS&D is currently seeking a flexible and dedicated Medical Secretary or equivalent to work in an administrative and reception role in the Student Health Centre. The individual will report to the Head of the Student Health Centre and will be primarily located on the DCU Glasnevin campus, but may be required to move between any of the DCU campuses.
The successful candidate will be responsible for administrative support for the nurses and doctors in the Student Health Centre and be expected to manage the reception area of the Student Health Centre and will be the first point of contact for staff and students.
Duties and Responsibilities
The duties and responsibilities of the position include, but are not restricted to, the following:
- Acting as the first point of contact for staff and students for the Health Centre and directing them appropriately and responding to internal and external stakeholders. Actively managing queries and liaising with other departments and responding at times on behalf of the Health Centre.
- Directing emergencies to the appropriate people - Nurse on site, or GP.
- Diary management and scheduling internal appointments for students with the GP and Nurse, where appropriate. Taking in-coming calls from students, other colleagues, and external services.
- Dealing appropriately with walk-in enquiries, and enquiries via email and phone.
- Monitoring the Student Health Centre email account and liaise with students, as necessary, via email, telephone and face-to-face.
- Coordinating student registration for the Health Centre on the Socrates Medical Records system.
- Day-to-day management and oversight of relevant operations including team meetings, securing venues, preparing agendas and minutes and any other day-to-day management of the Student Health Centre.
- Managing office filing, scanning and record management in line with GDPR Guidelines.
- Ensuring that all relevant stocks are available, and order medical and other supplies.
- Using the Agresso system (or similar) to order and pay for materials.
- Using Drupal to adjust Health Information as required on the DCU website.
- Maintaining accurate notes on the Socrates / Medical Records system.
- Providing statistics on student consultations, as required, from the Medical Records system.
- Maintaining the reception area of the Student Health Centre, ensuring that Notice Boards are up to date, relevant materials displayed and the appearance of the Centre neat and orderly at all times.
- Liaising regularly with other Units in SS&D to ensure a full understanding of relevant events and developments.
- Maintaining confidentiality of information regarding students attending the Service.
- Assisting with health-promotion or outreach events on the campus.
- Any other tasks which may be required to ensure the smooth running of the Student Health Centre on a daily basis.
Qualifications and Experience
- Candidates must hold a NFQ level 7 or equivalent and have 2+ years’ relevant experience or a NFQ level 5 (Leaving Cert or equivalent) and 5 years’ relevant experience in a GP practice or Hospital environment. Experience working with young people in this capacity is advantageous.
- Previous recent experience working in a GP service or Hospital environment where a high level of integrity and confidentiality with an ability to exercise judgement and discretion was required.
- Excellent administrative skills with proven ability to multitask in a busy environment.
- High level of proficiency in Microsoft and Google Applications (Word, Excel, Gmail, Google Calendar etc).
- Previous experience working with Finances and Financial systems, for example Agresso (or similar), to maintain finances within the Health Centre (e.g. raising PO’s, purchasing materials, liaising with companies to get the best price).
- Strong organisational and interpersonal skills with an ability to work under pressure to tight deadlines.
- Excellent communication skills and customer service skills. Proven ability to show empathy to young people seeking personal assistance.
- Ability to be flexible and adaptable, with the capacity to build and maintain positive working relationships.
- Experience working with databases such as Socrates (or similar) and the management of medical records.
- Ability to demonstrate willingness to learn and seek advice and be able to take direction, where necessary.