Niamh Grace
Cork
Summary
Accomplished ward clerk with extensive experience in medical administration and patient care support at Mercy University Hospital. Demonstrates exceptional organizational skills, effective communication, and a strong focus on process optimization. Proven track record in managing confidential records and facilitating seamless healthcare operations while training new staff. Previous roles as medical secretary at Alliance Medical and HSE South highlight expertise in multi-line telephone operation, relationship-building, and team collaboration.
Overview
15
15
years of professional experience
Work History
Ward Clerk Grade 4
MERCY UNIVERSITY HOSPITAL
Cork, County Cork
01.2022 - Current
- Processed admission and discharge paperwork efficiently, ensuring timely patient transitions within the ward.
- Handled confidential patient information with discretion, adhering to data protection regulations and policies.
- Updated and managed database systems to ensure accurate record-keeping.
- Utilised hospital databases and IT systems proficiently, ensuring accurate and up-to-date patient information.
- Monitored and ordered ward supplies, maintaining optimal stock levels for seamless healthcare operations.
- Provided dependable support to sisters and nurses in maintaining smooth, functional ward environments.
- Supported clinical staff during busy periods, helping with non-medical tasks to maintain a high standard of patient care.
- Trained new ward clerks, sharing knowledge and best practices to ensure high standards of administrative support.
- Assisted with emergency response procedures, providing essential support during critical incidents within the ward.
- Organised patient transportation for appointments and discharges, coordinating with external services for punctuality.
- Supported relatives awaiting information on patient wellbeing, providing compassionate care when communicating updates from medical teams.
- Facilitated internal and external communication by managing email and postal correspondence.
- Kept reception areas spotlessly clean and tidy, minimising risk and optimising patient and visitor comfort.
- Answered telephone calls to offer information, direct callers and take messages.
Medical Secretary
Alliance Medical
Cork, Co. Cork
10.2020 - 01.2022
- Admitted and checked-out patients after collecting and verifying personal, medical and payment or insurance information for treatment and billing purposes.
- Scheduled, confirmed and re-scheduled appointments using the booking system.
- Operated a multi-line telephone system, directing calls to appropriate departments and ensuring prompt attention.
- Answered patients' questions in person, by email, or by phone.
- Provided empathetic support to patients and families, offering guidance and assistance during challenging times.
- Coordinated with healthcare professionals to manage patient referrals, facilitating timely access to care for patients with complex issues.
- Monitored waiting lists and contacted patients to fill available appointment slots, optimising patient flow.
- Organised and maintained medical records with strict adherence to confidentiality protocols, ensuring patient privacy.
- Assisted in the training of new staff by sharing knowledge and best practices in medical administration.
- Contributed to daily operations of scan centre by adapting to varied roles, ensuring smooth workflow.
- Collaborated with various departments to facilitate effective communication and information sharing.
Medical Secretary
HSE South
Cork, County Cork
11.2018 - 10.2020
- Coordinated schedules and tasks for three gynecology consultants, ensuring effective workflow and timely fulfilment of requests and annual leave notifications.
- Scheduled, confirmed and re-scheduled appointments using booking system.
- Answered patients' questions in person, by email, or by phone.
- Prepared 80 patient documents weekly for seven clinics, supporting efficient patient management and care delivery.
- Transcribed medical reports from dictations by healthcare professionals, accurately capturing patient care details.
- Sorted and distributed incoming post for each consultant, facilitating effective communication among the medical team.
- Organised information stored in medical charts, reports and documents.
- Managed tasks and correspondence during staff absences to ensure operational continuity.
- Communicated pressing information to healthcare professionals using standard channels.
- Liaising with other hospital departments regarding shared patients in order to create an accurate patient profile.
- Followed data confidentiality measures to secure healthcare user information.
- I moved to the position of Acting Medical Secretary from my role as Clerical Officer in the Cork University Maternity Hospital in November 2018. This role was more demanding than my previous role and provided a new challenge.
- Assisted in the training of new staff by sharing knowledge and best practices in medical administration.
Clerical Officer
HSE South
Cork
06.2018 - 11.2018
- I started in this role as a clerical officer in the gynaecology department in the Cork University Maternity Hospital. Worked as part of an initiative to clear the backlog in the gynecology waiting list. My role included working efficiently with a team under significant pressure to prepare patient documents for approximately 100+ patients per week. This role included:
- Contacted GPs to secure referrals for patients attending clinic, ensuring timely patient access to care.
- Managed incoming and outgoing correspondence, including post, email, and faxes, while upholding confidentiality and supporting office efficiency.
- Filing relevant patient documents e.g. ultrasound scans, GP referrals, correspondence from other departments.
- Facilitated clinics by coordinating patient arrivals and departures and liaising with relevant secretary to schedule follow-up appointments.
- Handled confidential documents with discretion, upholding data security and privacy standards.
- Performed medical audio typing to transcribe patient records accurately.
- Performed routine administrative tasks, including photocopying, scanning, and filing, to support daily office operations.
- Assisted multiple departments by providing staff coverage.
Counter Assistant
John Grace's Fried Chicken Ltd.
Cork
06.2011 - 05.2018
- Operated cash register, processed customer orders, and managed cash transactions. Used cooking machinery and prepared food while performing general kitchen duties. Assumed supervisory responsibilities, overseeing team operations and ensuring service quality.
- Processed cash and card payments at checkout, providing correct change.
- Handled cash, credit, and debit transactions accurately, including end-of-day reconciliation.
- Recorded customer requests accurately for order satisfaction.
Sales assistant and cashier
Chic the World of Jewellery
Cork
03.2017 - 12.2017
- Operated cash register, providing efficient service to customers.
- Managed shop operations independently during multiple occasions, ensuring smooth workflow.
- Ensured shop floor cleanliness, contributing to a welcoming environment.
Sales Assistant and Cashier
Pandora
Cork
11.2015 - 01.2016
- Assisted in initial store opening by setting up displays and organising stock, gaining in-depth understanding of business operations. Operated cash register and served customers while maintaining shop floor standards.
- Assisted customers in selecting products, offering detailed advice to meet their needs.
- Kept shelves neat, clean and organised through visual merchandising.
- Handled customer enquiries, providing prompt responses to questions about products and services.
Education
Higher diploma - Psychology of Criminal Behaviour
University College Cork
Cork, County Cork10-2022
Scoil Mhuire Meitheal Team
05-2014
Bachelor's - English
University College Cork
Cork01-2018
Skills
- Records management
- Multi-line telephone operation
- Time management
- Process optimization
- Team collaboration
- Problem solving
- Training facilitation
- Effective communication
- Organisational skills
- Multitasking expertise
- Relationship-building
- Task completion focus
- Data protection compliance
- Appointment scheduling
Custom
- Wolfe Stage School, 2012-09-01, 2015-02-01
- Scoil Mhuire Meitheal Team, 2013-04-01, 2014-05-01
- Carlisle Stage School, 2004-09-01, 2009-06-01
Timeline
Ward Clerk Grade 4
MERCY UNIVERSITY HOSPITAL
01.2022 - Current
Medical Secretary
Alliance Medical
10.2020 - 01.2022
Medical Secretary
HSE South
11.2018 - 10.2020
Clerical Officer
HSE South
06.2018 - 11.2018
Sales assistant and cashier
Chic the World of Jewellery
03.2017 - 12.2017
Sales Assistant and Cashier
Pandora
11.2015 - 01.2016
Counter Assistant
John Grace's Fried Chicken Ltd.
06.2011 - 05.2018
Higher diploma - Psychology of Criminal Behaviour
University College Cork
Scoil Mhuire Meitheal Team
Bachelor's - English
University College Cork