Job Description

Roles and Responsibilities

• Contribute to developing the administrative team service standards and ensure they are consistently met. Act as a role model by delivering high operational performance standards and supporting the Administration Assistant team.
• Collaborate with all levels of interdisciplinary teams, Medical officers, and other stakeholders in the development, implementation, and evaluation of programs and services.
• Oversee and support the performance of new administrative staff within the medical department, providing guidance to ensure smooth integration and alignment with departmental expectations.
• Recognize the diverse skill levels of individual staff members and the unique needs of the administrative team when developing staffing plans, ensuring appropriate coverage during standard working hours.
• Promote and profile hospital services to patients, referrers, and the public, and participate in business development activities
• Project a professional departmental image through in-person and phone interaction.
• Perform secretarial duties such as drafting correspondence, typing of policies and procedures, prioritizing requests and scheduling appointments and meetings in response to requirements.
• Manage the calendar/appointments of the Chief Medical Officer and ensure that meetings do not conflict with other meetings.
• Coordinate/liaise with colleagues in a professional manner to ensure priority meetings are scheduled with Senior Leadership in a timely fashion.
• Respond to inquiries and requests as appropriate by drafting responses for Chief Medical Officer’s signature.
• Prepare agenda and minutes for designated meetings.
• Type a variety of documents such as correspondence, minutes, reports, and policies/ procedures.
• Answer all queries related to departmental activities. Serve as departmental first contact.
• Meet and greet CMO clients and visitors.
• Assist with daily administrative tasks as directed by the CMO, ensuring that all activities are carried out in a timely and efficient manner
• Manage the flow of communications and correspondence through the organization.
• Prepare and maintain staff under CMO division schedules, ensuring appropriate coverage and alignment with clinic operations and patient appointment demands.
• Prepare reports of staff under CMO division attendance and arranging for any Emergency cases.
• files as required for the administration and as required by CBAHI and CMO

Qualifications, Certifications and Experience

• Bachelor’s Degree or Diploma in a relevant field.
• 3 years in a similar role within an acute healthcare setting