Unit Clerk; Urology Day Unit

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The Urology Service Administrator plays a key role in ensuring the smooth and efficient administrative operation of the Urology Day Unit. The post holder is responsible for coordinating scheduling grids for procedures, supporting the development of reporting tools, maintaining patient records, and ensuring excellent communication and service delivery to patients and the multidisciplinary team. This is a patient-facing role requiring strong organisational skills, attention to detail, and the ability to function effectively in a fast-paced, multidisciplinary environment.

Key Responsibilities and Deliverables

Scheduling Coordination & Structure Development

• Design, implement, and maintain a robust scheduling structure for all urology day-case procedures, ensuring optimal utilisation of resources.
• Develop a structured, template-based scheduling grid that supports consultant preferences, procedural time allocations, equipment availability, and staffing levels.
• Regularly review and update the schedule based on service demands, procedural volumes, cancellations, and recovery capacity.
• Work closely with patient services scheduler and deputise in their absence
• Coordinate with radiology, consultant secretaries, booking coordinators, and nursing staff to align scheduling logistics across departments.
• Monitor real-time patient flow and adjust schedules proactively to avoid delays, optimise throughput, and reduce waiting times.
• Use hospital information systems and scheduling platforms to input, track, and update procedure bookings and patient lists.

Produce daily, weekly, and monthly dashboards or reports detailing:

Volume of procedures completed

Cancellations and no-shows

Trends in procedural timing and resource use

Deviations from scheduled workflow

Support service improvement initiatives through analysis of scheduling efficiency and workflow bottlenecks.

Contribute to the development of standard operating procedures (SOPs) and scheduling policies specific to the Urology Day Unit.

Ensure all patients are appropriately pre-assessed, booked, and informed of their appointment or procedure details, with timely communication of any changes.

Escalate conflicts in scheduling, delays, or resource constraints to the Clinical Nurse Manager or relevant team leads in a timely manner.

Provide comprehensive administrative support to the Urology Day Unit.

Prepare daily, weekly, and monthly reports on procedure volumes, cancellations, and service metrics.

Maintain real-time records of all completed procedures for reporting and auditing purposes.

Ensure up-to-date filing and secure handling of patient charts, test results, and documentation.

Merge temporary and permanent charts, and ensure documentation is accessible and well maintained.

Assist with tracking and coordinating outpatient appointments, diagnostics, and follow-ups.

Serve as a point of contact for patients and families regarding scheduling, instructions, and unit navigation.

Provide timely, professional communication to patients regarding upcoming procedures and expectations.

Facilitate clear information flow between nursing, surgical teams, and patients.

Handle enquiries in-person, over the phone, and via email with empathy and efficiency.

Work closely with consultants, nurses, theatre, and recovery teams to coordinate care delivery.

Direct medical teams, allied health professionals, and visitors appropriately throughout the unit.

Maintain effective, proactive communication with community health teams as needed.

Receive telephone and walk-in enquiries, route to appropriate personnel.

Process correspondence, including post collection and delivery.

Assist with general office duties, including managing stationery and non-stock supplies.

Use hospital IT systems (e.g.Meditech, Power Bi, MS Excel, Word) for patient management and administrative duties.

Support the development and updating of electronic systems for scheduling and tracking.

Generate and maintain data reports for internal and management use.

Person Specification

Qualifications

Leaving Certificate or equivalent.

Experience using IT systems, including MS Excel & Word.

Experience Desired

Previous secretarial experience.

Previous Health Care Experience.

Job Specific Competencies and Knowledge

Excellent communication and interpersonal skills, especially in a patient-facing context.

Strong organisational and time-management skills, with ability to work under pressure.

High attention to detail and accuracy in documentation.

Ability to handle confidential patient information with discretion.

Capacity to work both independently and as part of a dynamic healthcare team.

Demonstrates flexibility and adaptability to meet the evolving needs of the unit.

Maintains professionalism and integrity in all interactions.

Strong commitment to patient care and hospital values: quality, respect, caring, and compassion.

Willingness to engage in personal and professional development.

This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing.As the Hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the Hospital.