Job Description

Main Purpose of the Job

Provides administrative and secretarial support to the department with occasional guidance. Responds to customer needs by consulting with others as appropriate or by following established guidelines. Organizes flow of daily operations to ensures service priorities are met.

Key responsibility Areas:

1. Administrative Support and Office Management

• Maintain and organize departmental files, records, and documentation in accordance with established policies.

• Prepare, format, and edit documents using word processing and other office applications.

• Assist in designing forms, templates, and office documents as required.

• Manage incoming and outgoing correspondence, including emails, calls, and official letters.

• Coordinate schedules, meetings, and appointments for the department.

2. Clerical and Secretarial Duties

• Perform stenography, transcription, and minute-taking during meetings or as assigned.

• Ensure accurate data entry, filing, and documentation management.

• Handle photocopying, scanning, printing, and distribution of documents.

• Support the preparation of reports, presentations, and departmental materials.

3. Customer Service and Communication

• Respond to internal and external customer inquiries professionally and efficiently.

• Direct queries to the appropriate personnel based on established workflows and guidelines.

• Maintain positive working relationships with staff, visitors, and stakeholders.

4. Workflow Coordination

• Support day-to-day departmental tasks to ensure service priorities and deadlines are met.

• Coordinate with other teams or departments to facilitate communication and task completion.

• Monitor office supplies and ensure timely replenishment.

5. Compliance and Quality Support

• Maintain confidentiality and ensure secure handling of departmental information.

• Follow hospital policies, administrative procedures, and quality standards.

• Support departmental quality initiatives, documentation audits, and process improvements when required.

Requirements

Skills and Qualifications

Essential Minimum Requirements

• Diploma degree in a relevant field.

• Minimum of 3 years of experience in a similar administrative or secretarial role.

Required Job Skills and Knowledge

• Proficiency in computer hardware and software.

• Strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook).

• Effective communication skills (verbal and written).

• Strong time-management and organizational skills.

• Reading comprehension and accuracy in document handling.

• Active listening and the ability to work collaboratively.