Clerical Officer, Grade III – Ward Clerk/Reception/Oifigeach Cléireachais, Grád III - Cléireach Ward/Fáiltitheoir

Position: Clerical Officer, Grade III Ward Clerk/Reception

Contract: Specific Purpose Part Time

Hours: 29 hours per week Monday to Friday

Salary range: HSE Consolidated pay-scale 1st of Feb 2026

Reporting to: The Interim Chief Operations Officer

*** Full Job Description Attached ***

Organisational Context:

Clontarf Hospital is a 160-bed Voluntary Hospital providing rehabilitation services under Section 38 of the Health Act 2004 for Adults and Older Persons. At Clontarf Hospital, our committed, expert and compassionate staff provide excellent care to patients on their rehabilitation journey. Our goal is to work in partnership with patients, providing care that is tailored to their unique needs, empowering them to achieve their optimum level of independence at home and in their communities. The patient pathways include:

• Older Persons Rehabilitation
• Step-up beds and hospital avoidance pathways with the ICPOP Team
• Specialist Rehabilitation Services, including neuro-rehabilitation and rehabilitation after trauma for adults and older persons
• Orthopaedic Rehabilitation

The Hospital has close links with the Mater Hospital, Beaumont Hospital, The National Orthopaedic Hospital, HSE Services and our Community Partners.

Purpose of the Role:

To provide highquality clerical and administrative support to the Medical Records and FOI/GDPR functions, and to deliver frontline reception services during designated afternoons.

Essential Skills:

• Proficient in Microsoft Office - Word / Excel
• Excellent keyboard / typing
• Ability to work on own initiative and prioritise tasks
• Have excellent interpersonal skills
• Excellent organisational and administrative skills
• Excellent communication skills
• Practice a high level of confidentiality
• Demonstrate a high degree of flexibility

Desirable Skills:

• Previous relevant hospital/healthcare experience

Duties and Responsibilities:

The successful candidate will carry out the following duties. Please note this list is not exhaustive and additional duties may be required but will be discussed in detail with the line manager.

Ward Clerk-

• Liaise with Admissions/Nursing Administration regarding admissions to wards
• Updating patient details as required on the DMF/ADT system
• Ensure the integrity of the Healthcare Record Chart on the ward is maintained at all times
• Ensure any patient information which comes to notice must be filed into the patients healthcare record
• Maintain the patient healthcare record in accordance with relevant policies and legislation
• Ensure that computer data entry is accurate and complete
• Discharge patients on DMF/ADT system
• Answer phone on the ward and deal with any queries that may arise
• Ensure all filing is complete before patients are discharged/transferred from the ward
• Document and arrange transport for patients
• Provide admin support to the Clinical Nurse Manager, typing of ward documents
• Collaborate with nursing staff and promote excellent patient service, which delivers prompt and efficient response to patients
• To ensure that patients, their families and visitors are properly received in a courteous, friendly and informative manner.
• To ensure that all calls that are received are dealt with in an efficient, professional and timely manner as per the telephone procedure.
• To have a good understanding of the workings of the Hospital.
• Deal with all enquiries in a professional and courteous manner.
• Maintain efficient general office procedures as appropriate to the post.
• Liaise with staff in other departments, consultant medical staff, and the public and outside agencies in a confidential, courteous and professional manner.
• Ensure that security and confidentiality, with regard to relevant systems, are maintained at all times.

Reception

• Assist in maintaining awareness of the Mission and values throughout the Hospital in relation to all Reception activities.
• Maintain best practice in the management of Reception services.
• To administer and execute the Reception duties within of the Hospital in a manner that delivers seamless professional customer service in an empathetic and sensitive manner.
• To ensure that patients, their families and visitors are properly received in a courteous, friendly and informative manner.
• To ensure all reception duties are carried out in line with the current reception policies procedures.
• To ensure that all calls that are received through reception are dealt with in an efficient, professional and timely manner as per the reception telephone procedure.
• Deal with all reception enquiries in a professional and courteous manner.
• Liaise with staff in other departments, consultant medical staff, and the public and outside agencies in a confidential, courteous and professional manner.
• Ensure that security and confidentiality, with regard to relevant systems, are maintained at all times.
• Ensure that internal post is sorted for the Hospital.
• Report any accidents, incidents or bad practices observed, to management.
• To carry out other duties that may be assigned from time to time.

OTHER REQUIREMENTS SPECIFIC TO THE POST

The post holder may be required to perform other duties as appropriate to the post, which may be assigned to him/her from time to time, and to contribute to the development of the post while in office.

This job description will be subject to review in the light of changing circumstances.

It is not intended to be exhaustive but should be regarded as providing guidelines within which individuals work.

The duties and responsibilities detailed above reflect the present service requirements and may be subject to review and amendment to meet the changing needs of the service.

Short listing may be carried out on the basis of information supplied in your Application Form. The criteria for short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore, it is very important that all experience is outlined in light of those requirements. Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process.

Please note this competition can be closed early in the event of large volume of applicants.