Medical Secretary

Role overview

This permanent part-time position sits within UPMC Whitfield Hospital in Waterford. The medical secretary team supports consultants across several specialties by managing administrative work, helping patients move smoothly through the hospital, and contributing to a positive patient experience.

What you will do

• Act as the medical secretary for the hospital suites, including welcoming patients and completing clinic check-ins efficiently on the day of the appointment.
• Understand and support the full patient journey through the hospital.
• Help establish and grow clinics by handling incoming calls, GP referral letters, and patient contact about appointment times and fees.
• Collect supporting material from other hospitals when consultants need it, such as scans, histology results, and pathology reports.
• Process consultants’ cash payments, record them correctly on the system, and reconcile balances daily.
• Ensure patient billing is completed quickly and regularly, with accounts maintained accurately and kept current.
• Prepare medical reports after consultations and send copies to the relevant GP and consultant.
• Respond to patient questions and concerns in a timely way.
• Keep filing systems organised and maintain up-to-date records in the practice software, including Imeddoc/TPRO.
• Work collaboratively with the wider multidisciplinary hospital team to maintain a high standard of patient care.
• Coordinate closely with referrals and scheduling teams while following hospital booking rules so patients are scheduled within the required timeframe.
• Answer calls professionally, take messages, route calls appropriately, and support training of relief or work-experience staff when needed for holiday cover.

Additional duties and workplace expectations

• You may be asked to work in other hospital areas during the day or week if patient needs require it and your line manager, deputy, or nurse management requests it.
• You must be able to provide proof of the training and experience you claim if the organisation asks for it.
• You are expected to follow the hospital’s uniform policy.
• You should uphold the hospital’s organisational values at all times.

Quality, safety, and compliance

• Quality and safety are part of everyday work at UPMC, and you are expected to actively contribute to high standards throughout the day.
• Work with your line manager on planning, tracking, analysing, and improving quality programmes.
• Help develop performance indicators with your department manager in support of business goals.
• Take part in audits under JCI, hospital policy, and Lean requirements with guidance from the audit lead.
• Take reasonable care for your own health and safety and that of others.
• Cooperate with UPMC on health and safety matters and report hazards, incidents, and near misses.
• Attend annual fire, health, and safety training sessions.
• Maintain strict confidentiality of patient and staff information and keep all records secure and inaccessible to unauthorised people.

Experience and skills required

• A qualification in medical secretarial work or business secretarial studies is preferred.
• At least 2 years of experience in a similar position is required.
• Experience in a healthcare environment, or a comparable setting, is an advantage.
• Strong working knowledge of Microsoft Office is needed.
• Experience with Immeddoc and TPRO is desirable.
• You should have strong administrative and organisational ability.
• Knowledge of standard office procedures is essential.
• You need to work well in a fast-moving, customer-facing environment.
• Change management experience is expected.
• A commitment to continuous improvement and lean working practices is important.
• You must communicate effectively with managers, consultant staff, patients, the public, and external agencies, and bring strong interpersonal skills.

Pay and benefits

The salary range is €34,845.00 to €50,710.08 per annum, based on a 39-hour week.

UPMC offers equal opportunity employment and an inclusive workplace. The organisation also provides fully paid maternity and paternity leave, a competitive pension plan, death in service cover at 3 times salary, critical illness cover up to age 66, annual performance recognition through the ACES programme, enhanced annual leave of up to 27 days, flexible working options, and learning and career development opportunities.

About UPMC

UPMC is an international academic medical centre focused on people-centred care, innovation, research, and education. In Ireland, it has operated in the South East since 2006 and includes UPMC Whitfield Hospital in Waterford, among other facilities across the country.

Important notice

This job description gives a broad outline of the role and may change as the needs of the business evolve.

Work pattern

This is a part-time onsite permanent role at UPMC Whitfield Hospital in Waterford.