Grade V Officer - Medical Records

Grade V Officer - Medical Records - HR26475

--St Vincent's University Hospital--

Closing Date: 8 Oct 2026

Apply Now! (https://svuh.numla.com/jobs/apply/grade-v-officer-medical-records-hr26475-254)

Job Details

Reference:

HR26475

Job Nature:

Full Time Permanent

Job Location:

St Vincent's University Hospital

Grade:

Grade V

Overview

Applications are invited for the position of Grade V Officer in the Medical Records Department of St. Vincent’s University Hospital.

Informal Enquiries or Role Specific Enquiries to: Mr John Ayyadurai, Healthcare Record Manager, Tel: 01 221 5200, Email – jayyadurai@svhg.ie

Please download the below job description for this position, as this will not be available online after the vacancy close date.

Applications for St. Vincent’s University Hospital job vacancies will only be accepted through SVUH Careers Page.

Any applications submitted after the vacancy has closed will not be accepted.

You will receive a confirmation email within 2 working days that your application has been received. We highly recommend that you contact us by emailing recruitment@svuh.ie (http://recruitment@svuh.ie/) if you do not hear from us.

Closing date of applications: 08/10/2026.

To be considered for this role you will be redirected to and must complete the application process on our careers page. To start the process, click the Apply button below to Login/Register.

Key Responsibilities

Key Duties and Responsibilities for the following areas:

Commitment to perform all job responsibilities in accordance with the philosophy and mission statement of this hospital. Key duties and responsibilities will vary depending on placement.

A major component of the job is to lead the teams through effective leadership. The manager of the above areas is responsible for ensuring confidentiality is adhered to at all times and that any staff member having access to the Healthcare Records (HCR) follows established procedures.

The list of key duties and responsibilities are not intended to be exhaustive and is subject to change depending on service requirements.

All roles may include:

• Management of administrative staff in the Medical Records department.
• Provide training to administration staff on any new systems that come on stream.
• Provide training and support to staff members regarding the proper handling and management of patient healthcare records.
• Participate in the probationary assessment process for all new staff.
• Completion of CPDs and support personal development as required.
• Management of staff attendance, rota and timesheet for the team.
• Completion of Return to Work forms with staff as required.
• Responsible for data quality and compliance with Data Entry Rules.
• Make sure that HCRs remain safe and secure, and implement an effective tracking system to guarantee adherence to all procedures.
• Understand the Health and Safety regulations of your work environment and make sure to comply with them consistently.
• Maintain compliance with national guidelines on the HSE Code of Practice for Healthcare Records Management, and any associated regulations.
• Keep training manuals and SOPs current as service practices evolve according to HSE and JCI standards.
• Keep track of workload, productivity, and service quality. Proactively oversee departmental goals and KPIs to guarantee service delivery.
• Build and sustain a team focused on the service environment while continuously monitoring performance.
• Contribute to change initiatives that aim to elevate the overall service experience.
• Be familiar with roles pertaining to the other Grade V Officers in Medical Records department and coordinate activities between all areas appropriately.
• Be willing to provide cover to other Grade V Officers within Medical Records as required.
• Handle employee relations efficiently at the local level and escalate to Grade VI manager when necessary.
• Any duties arising that are appropriate to the position.

Typical duties in General Services of Medical Records Department also include but not limited to:

• With a 24/7 service, the officer must adjust their schedule to connect with staff on different shifts and periodically come in at various times.
• Be flexible to meet with staff on different shifts whenever it is necessary.
• Actively manage all healthcare requests for Emergency department, ICU wards, MDT, CNS and other departments.
• Coordinate with HIPE, Clinical Audit, and other departments about the procedures established to guarantee regular chart supply and adherence to deadlines.
• Participate in external audits and ensure timely submission of healthcare records.
• Ensure HCRs are returned to the medical records filing room in a timely manner.
• Manage all incoming documents and ensure they are properly filed to the relevant patient records on time following the HSE Code of Practise.
• Maintain a high quality based service by checking misfiled reports for all healthcare records which leave the department for other services of the hospitals.
• Keep an organized and orderly filing system, conduct audits for misplaced files, and enhance service quality.
• Make sure the onsite HCR storage area remains safe and secure, and implement an effective tracking system to guarantee adherence to all procedures.
• Become actively involved with the planning and on-going development of services in relation to the healthcare records storage room.
• Supervise the process of archiving HCR, which may include lifting and moving heavy boxes and trolleys between storage facilities to maximise the onsite storage space.
• Oversee night shift coverage for the medical records department to ensure continuous service for patient care.
• Offer break coverage for the Emergency Department reception and telephone office switchboard during night shifts as needed.

Typical duties in Clinic Secretarial Services also include but not limited to:

• Ensure the efficient day-to-day administration of pulling, preparing and filing of the Healthcare Record for Outpatient Clinics are managed well.
• Ensure that HCR’s kept in the chart preparation area are safe and secure, that an efficient tracking system is in place to ensure all procedures are followed correctly.
• Maintain a high quality based service by checking misfiled reports for all healthcare records which leaves the department for OPD services of the hospital.
• Ensure deadlines are met in terms of every patient having a HCR pulled and prepared in accordance with the HSE Code of Practice.
• Manage the process of delivery and return of clinic trolleys from OPD and other departments, which may include lifting heavy charts and moving heavy trolleys between offices and storage facilities.
• Ensure HCR’s are returned to the medical records in a timely manner after OPD service.
• Maintain a close working relationship with clinical administration groups such as Ambulatory Day Care Clinics (ADCC), Endoscopy, and the Breast care services.
• Provides back-up coverage for scanning and merging documents into electronic health record.
• Actively participate with the ongoing development and improvement of the clinical administration function with other administration managers.

Typical duties in Subject Access Request (SAR) also include but not limited to:

• Have a thorough knowledge of hospital policy and procedures for Release of Information (ROI) and patient confidentiality to ensure these are adhered to at all times.
• Handles all requests and inquiries for patient health information whether received via mail, fax, and phone or in person. Verifies identity and confirms that the authorization is valid. Ensures the requesting party has a legal right to request a patient’s medical information.
• Provides excellent internal and external customer service by being attentive, polite and respectful. Ensures understanding of the subject access request and follows through as required.
• Prioritize release of information requests by retrieval of medical records from active, inactive and interdepartmental locations.
• Accesses computerized patient record and/or other computer systems for patient information.
• Maintain close coordination with the different departments of the hospital to ensure processing of requests within the timeframe.
• Maintain a contact point as relevant to the service. This will involve receiving queries/requests from GP’s, other hospitals, patient and other healthcare facilities.
• Requires strong critical thinking skills and performs self-quality checks on all work to assure accuracy of the release to avoid data breaches.
• Maintain a strong commitment to legal and ethical standards concerning the privacy and confidentiality of patient information.
• Ensuring approval of records from consultant where required.
• Strong ability to handles multiple priorities with frequent interruptions.
• Follow the processes and procedures concerning RIP records.
• Make sure to fulfil the requirements under FOI and GDPR for releasing medical records to both patients and third parties.

Typical duties in Management of digital & offsite healthcare record also include but not limited to:

• Participate in merging and amalgamation of duplicate records in Patient Administration System (PAS).
• Manage the policy and procedures related to merging duplicate records in PAS.
• Implement procedures for the offsite secure storage and retrieval of healthcare records.
• Proactively oversee the effects of any modifications and advancements in the hospital concerning the digital Healthcare Records management function.

Our Requirements

Please refer to the job description or candidate information booklet attached to this advertisement.

What We Offer

Candidate Information Booklet

This booklet contains all the information candidates need to know about the role.

View PDF (https://svuh.numla.com/web/content/hr.job/254/candidate_booklet_attachment)

Title: Grade V Officer - Medical Records - HR26475

Employer: St Vincent's University Hospital