Executive secretary l

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.

Job Qualifications and Experience
Minimum or Required:

• 2 years Diploma in Executive Secretary, Business Administration, or English. with 10 years of experience .

OR

• Bachelor’s Degree in Executive Secretary, Business Administration, Science or English Language. with 4 years of experience .

OR

• Master’s Degree in Business Administration, Science or English. with 2 years of experience.

• The experience must be in a Healthcare sitting.

• GPA (+4).

• IELTS RESULT IS REQUIRED.