Job Purpose:
Responsible for providing and coordinating a wide range of administrative and secretarial services in the assigned Division. Contribute to the effective and efficient service delivery of the assigned Division.
Key Accountabilities & Responsibilities:
- Provides a comprehensive administrative and secretarial service in the assigned Division.
- Maintains confidentiality of all sensitive information at all times.
- Develops and maintains departmental filing system. Maintains an accurate suspense file system and liaises with individuals to determine action.
- Reviews all incoming communications in the assigned department and prioritizes as appropriate.
- Responsible for effective communication, both oral and written, to and from the Head of the Division.
- Ability to draft letters and reports on behalf of the assigned Division, to a high standard of English.
- Takes dictation and/or transcription. Types and distributes correspondence and reports.
- Manages and coordinates the filing system to ensure the smooth running of the office. Sets up and maintains office administration systems.
- Coordinates all communication, documentation, venue bookings and refreshments with regard to meetings/committees.
- Attend meetings, taking minutes and follow up action as required.
- Organizes office supplies and repairs to office equipment.
- Trouble-shooting for office equipment malfunctions.
- Assist in providing support and guidance to staff within the assigned Division in all computer systems including the review, proof-reading and formatting of computerized documentation.
- Ability to develop and maintain computerized office systems to deal efficiently with paper flow i.e. Microsoft Access Database.
- Ability to train new secretarial staff in all aspects of their primary duties and responsibilities; cross-train current staff in any new duties or to further their understanding of a specific existing duty.
- Respects patients and their families to promote a patient-centered care culture.
- Participates and support quality improving and patient safety activates as an individual or as part with multidisciplinary teams.
Perform other duties as assigned or needed.
Minimum or Required:
- 2 years Diploma in Executive Secretary, Business Administration, or English. with 6 years of experience.
- 3 years Diploma in Executive Secretary, Business Administration, or English. with 4 years of experience.
OR
- Bachelor’s Degree in Executive Secretary, Business Administration, Science or English. No experience required.
-GPA +4
-IELTS (6) / STEP (85).
