Job Description

Administration Officer-SEHA Clinics

Responsible for the coordination and implementation of office procedures; might have the responsibility for specific tasks.

Responsibilities

Coordinating with various entities

• Contacting other departments, entities, clients, employees (as appropriate) to discuss issues/cases.
• Documenting appropriate information and discussing them with superiors.
• Following up on the progression of pending matters.
• Providing relevant information in consultation with the superiors.
  

Executing administration related activities in the department

• Answering telephone calls, transferring calls to the appropriate parties and taking down requests for appointments.
• Liaising with the facility staff.
• Managing office equipment, including postage machine, printers, fax, photocopier, conference phone and projector and ensuring that of them are in working condition.
• Ensuring office supplies are adequately maintained.
• Providing assistance for activities such as coordination between various departments, reviewing reports, conducting studies and correspondence.
  

Supporting the smooth execution of meeting and appointments

• Maintaining internal schedules.
• Facilitating meeting and appointment participations.
• Coordinating administrative support for meetings.
• Undertaking follow-up actions for meeting coordination.
  

Managing the filing system in the department

• Arranging a proper filing system for correspondences received or sent from the department.
• Developing, modifying, and maintaining any other data bases related to own departmental activities as assigned.
• Preparing worksheets and charts as directed.
  

Maintaining client service standards

• Responding to verbal and written inquiries in a timely manner.
  

Contributing to team effort

• Participating in team efforts as required time to time.
• Collaborating with other members of the team to carry out work smoothly.
  

Qualifications

QUALIFICATIONS

Required

Bachelor’s degree or equivalent in Business Administration or relevant field OR

Diploma in relevant field with 3 years of additional experience

Desired

Master’s degree or equivalent in English language or relevant field