Job Purpose
The Grade IV Assistant Staff Officer will provide high-quality administrative and organisational support to Consultants and clinical teams. The role requires excellent communication, strong coordination skills, and the ability to work in a fast-paced healthcare environment while ensuring efficient operation of clinical services. This position is based in West Galway and is looking for someone to start in the next month until August 2026.
Key Duties & Responsibilities
Clinical & Consultant Support
- Provide day-to-day administrative support to Consultants and other clinicians.
- Manage consultant clinics, schedules, and appointments ensuring accuracy and timely updates.
- Prepare and distribute clinic lists, correspondence, medical reports, and documentation.
- Assist in the organisation and coordination of multidisciplinary meetings (MDTs), including agenda preparation, minute-taking, and follow-up actions.
- Liaise with nursing, allied health professionals, and other clinical staff to support smooth patient flow.
Administrative & Office Management
- Maintain accurate patient and service records in line with HSE data-protection and confidentiality standards.
- Process referrals, admissions, discharges, and follow-up appointments through the relevant systems.
- Handle telephone, email, and written enquiries from patients, families, and clinical staff in a professional manner.
- Support the implementation of departmental policies, procedures, and quality-improvement initiatives.
- Assist in data collection and reporting requirements as needed.
Coordination & Communication
- Act as a key liaison point between Consultants, clinical staff, administration teams, and external stakeholders.
- Ensure prompt communication of information relating to clinics, patient care, and departmental operations.
- Escalate issues to the Staff Officer/Manager as appropriate to ensure efficient service delivery.
Essential Requirements
- Relevant administrative experience, ideally within a healthcare or clinical setting.
- Proven ability to manage busy workloads, prioritise tasks, and meet deadlines.
- Strong organisational and time-management skills.
- Excellent communication and interpersonal skills.
- High level of accuracy and attention to detail.
- Proficiency in Microsoft Office and experience using patient administration systems (e.g., IPMS, PAS, or equivalent).
- Ability to maintain confidentiality and comply with GDPR and HSE policies.
Desirable Requirements
- Previous experience supporting Consultants or clinical teams.
- Experience preparing clinical reports, scheduling clinics, or coordinating MDT meetings.
- Knowledge of HSE structures, processes, and quality standards.
For more information, please email [email protected]
