Administrative Assistant

Description Job Purpose: To provide high-level administrative support to the OUL and assist with managing the department's daily operations. This role involves coordinating schedules, handling communications, preparing reports, and performing various administrative tasks to ensure the smooth functioning of the department leadership team.

Key Responsibilities And Duties

• Manages the OUL calendar, including scheduling meetings, appointments, and conferences. Coordinates with internal and external stakeholders.
• Handles incoming and outgoing correspondence, including emails, phone calls, and letters, ensuring timely and professional communication.
• Assists in preparing reports, presentations, and other documents as the OUL needs.
• Maintains accurate and confidential records, files, and documentation related to division administration, including meeting minutes and action items.
• Coordinates and organizes departmental meetings, including scheduling, preparing agendas, and distributing meeting materials.
• Tracks and follows up on action items and decisions made during meetings, ensuring that tasks are completed promptly.
• Performs general office duties such as ordering supplies, managing office equipment, budget requests, and maintaining a clean and organized workspace.
• Enters and updates data into spreadsheets and staff databases as required. Maintains required quality outcomes for RN residents.
• Maintains data on attrition, retention, resignation, and vacancy rates, along with the department database, and generates a monthly report.
• Supports the OUL with special projects and initiatives, including research, data collection, and coordination of project activities. Monitors project progress and reports on milestones and deliverables.
• Acts as a liaison between the OUL and staff, facilitating communication, addressing inquiries or concerns, and scheduling meetings.
• Assists with coordinating staff schedules, coverage, and other administrative tasks related to department personnel.
• Ensures the confidentiality of sensitive information and adhere to privacy regulations and organizational policies.
• Supports compliance with healthcare regulations, accreditation standards, and internal policies.
• Arranges for division recruitments and interviews.
• Communicate departmental vacancies and promotions.
• Facilitates new staff induction programs.
• Updates attendance system for the assigned staff.
• Maintains records of department career ladder applications and approvals.
• Maintains the tidiness of the office environment, ensuring filing cabinets are neat and organized and that hard copy data is retained or deleted as per the data retention policy.
• Supports accreditation programs.
• Coordinates departmental recognition programs.
• Keeps track of departmental overtime.
• Prepares report and presentation for the department as requested.
• Provides excellent customer service to all staff as needed, addressing inquiries and directing them to appropriate resources.
• Other duties as assigned within the scope of the job.

All Fakeeh Care employees are responsible for continuous improvement, including

• Performing all duties and tasks in a manner that supports Fakeeh’s Person-Centered care values.
• Actively contributing to continuous improvement initiatives, within the scope of the role.
• Adherence to safety protocols and proactively seeking to address any job-related safety concerns.
• Maintaining strict confidentiality of all sensitive information accessed or encountered during work.
• Complying with cybersecurity policies and standards to protect Fakeeh’s systems and participating in awareness training and initiatives to prevent cyber threats.
• Adhering to and upholding Fakeeh Care’s code of conduct, policies and ethical standards.
• Completion of mandatory education as per the requirement, at least one month prior to expiration.

Requirements Skills and Abilities:

• Good computer skills and data entry and know MS Excel, MS Outlook, MS Word, and MS PowerPoint.
• Good analytical and problem-solving skills.
• Good interpersonal and customer care skills.
• Good and accurate records keeping.

Experience Minimum of 2 years in an administrative assistant position, preferably with hospital experience.

Education A degree in administration or a related field is preferred, with computer training in programs and typing required.

Language Excellent command of oral and written English

Licenses / Certifications : N/A