Administrative Assistant

Duties and Responsibilities

• Coordinate appointments, meetings, and schedules for medical and administrative staff.
• Serve as a liaison between departments to ensure effective communication and coordination of services.
• Assist with the preparation of letters, memoranda, reports, presentations, and documentation for internal and external stakeholders.
• Serves as administrative contact and liaison for internal and external stakeholders such as patients, visitors, staff, regulatory offices
• Participate in quality improvement initiatives and administrative audits as required.
• Provide backup support for reception and other administrative roles as needed.
• Provide logistical support at functions.
• Coordinate requisition and stock control of all stationery and stock items in the Administration office.
• Organizing Hospital visits for interested parties and liaising with the relevant departments as appropriate.
• Coordinating meeting arrangements for the Senior Management Team and Heads of Department and taking minutes as called upon.
• Maintaining confidential and organizing and maintaining an efficient filing and retrieval system.
• Develops, implements and administers departmental office systems and procedures. Establishes office procedures, policies and operations. Interprets and communicates policies and processes.
• Monitors budget including tracking expenditures and providing reports. May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts; uses budget tool.
• Maintains personnel records for admitting consultants while supporting with the process of provision of admission rights.
• Provides wide ranges of support including: keyboarding, composing and editing letters, memoranda, reports, lecture/course materials, presentations, cases.
• Manages complex calendars, arranges for meetings, appointments and travel arrangements.
• Coordinates events, including conferences, seminars, and colloquia.
• Responsible for supporting the Head of Clinical Services to ensure that the regulatory licensure is up to date.
• Performing any other duties that may be assigned by the Senior Management Team from time to time.

 Qualifications

Education

• Bachelor’s degree in Business Administration or equivalent
• Very good working knowledge of MS office, scheduling and project management tools

Job Experience

• At least 3 – 5 years working experience in a fast paced environment
• Hospital Experience is an added advantage