Position Summary: Working as part of the Medica Diagnostics Ireland team, you will support the maintenance and implementation of governance frameworks to ensure the highest standards of patient care and service quality are met. You will provide administrative support to the Clinical Governance Manager and Clinical Governance team to help identify risks and ensure compliance with internal and external protocols.
Key Responsibilities
- Governance Framework Support
Assist in the implementation, maintenance, and continuous improvement of clinical governance frameworks, policies, and procedures.
- Audit and Documentation
Prepare high-quality documentation and reports to support internal and external audits, risk assessments, and governance meetings.
- Incident and Complaint Management
Log, triage, and support the investigation of incidents, complaints, discrepancies, and report queries, ensuring strict adherence to organisational protocols.
- Meeting Coordination
Coordinate governance meetings, including scheduling, agenda preparation, and the production of accurate and detailed minutes with clear actions and follow-ups.
- Risk and Compliance Support
Support the Governance Manager in identifying risks, monitoring trends, and implementing corrective and preventative actions.
- Administrative Coordination
Manage and monitor governance-related inboxes, ensuring all correspondence is handled promptly and appropriate follow-up actions are completed.
- Discrepancy Monitoring
Monitor, record, and track radiology reporting discrepancies in line with governance and quality standards.
- Quality Assurance Support
Provide administrative support for peer review processes and wider quality assurance initiatives.
- Performance Tracking
Track and report on turnaround times (TATs), highlighting any variances or areas for improvement.
- Stakeholder Liaison
Act as a key point of contact between radiologists, hospital clients, and internal teams, ensuring effective communication and issue resolution.
- Senior Stakeholder Engagement
Liaise with Heads of Department and Management to collate and present data relating to queries, complaints, incidents, and governance activities.
- Client Governance Support
Assist in managing client governance queries, complaints, and escalations in a professional and timely manner.
- Incident Logging Systems
Accurately log incidents and complaints within the EcoOnline system and ensure all records are maintained in line with compliance requirements.
- MDT Coordination Support
Review and prepare case lists for multidisciplinary team (MDT) meetings, supporting efficient and accurate clinical discussions.
Essential Skills:
- Administrative Expertise: Strong administrative skills (1 to 3 years), preferably within a healthcare environment.
- Technical Proficiency: Excellent knowledge of the Office pack, specifically Excel, Outlook, and SharePoint.
- Attention to Detail: Exceptional focus on accuracy and quality in all documentation.
- Communication: Strong email and phone communication skills to interact effectively at all levels of the business.
- Organizational Skills: Ability to multitask and work proactively on your own initiative in a fast-paced environment.
General Accountabilities:
- Policies and procedures: You are required to adhere to all Medica policies and procedures as made available to you to support you in your role.
- Confidentiality: You acknowledge that during your employment with Medica, you will be exposed to valuable confidential information that is either personal data or business sensitive in nature. You are required to take all necessary precautions and follow all Medica policies and procedures to protect, preserve and process such data.
- Undertake all prescribed training: You are required to undertake all induction training and ongoing training as directed by the company from time to time and in a timely manner.
- Duty to be transparent and accountable: Medica operates a just and fair learning culture in its treatment of staff to support you to be confident in speaking up when things go wrong. Medica therefore expects that you will report any type of incident, including data protection, health and safety and clinical/operational matter for which you are accountable and will cooperate and participate in any resulting investigation and root cause analysis to support continued improvement principles.
- Auditing and monitoring of IT systems and their use: Medica IT systems are auditable and work use can be monitored. Medica is committed to respecting individual users’ reasonable expectations of privacy when using its IT systems and equipment. However, we reserve the right to log and monitor use in line with Medica policies (in particular, the Acceptable Use, Bring Your Own Device and Social Network policies). Please be aware that any targeted monitoring of staff will take place within the context of performance management or disciplinary procedures. In working for Medica, you are agreeing to these terms and conditions.
- Data Protection Principles: You are expected to follow the principles and practices of UK GDPR and uphold an individual’s information and access rights, when processing personal data, including only using the minimum amount of data to achieve the purpose and ensuring that the data you handle is accurate and maintained in line with Medica’s storage requirements.
