Administration Specialist

Job Purpose / Objective

Responsible for performing secretarial and administrative duties in the respective office under close supervision of the line manager.

Key Responsibilities / Accountabilities

• Provide administrative function on behalf of HOD and following up on all identified issues.
• Take lead responsibility for filing and keeping of all Policies/ Procedures / Job descriptions / forms.
• Responsible for organizing, typing, distribution and filing of all correspondence, reports, minutes and records relating to the department.
• Implement and maintain filing systems within the Department.
• Serve as efficient and courteous receptionist in receiving and organizing the visitors.
• Maintain professional communication skills by answering telephone calls and dealing with inquiries.
• Serve as coordinator in arranging and organizing all related department meetings.
• Attend meetings as required and takes minutes as directed.
• Maintain confidentiality at all times.
• Responsible for maintaining Office supplies at an acceptable level.
• Serve as time keeper of staff, and respective functions.
• Responsible for monthly timesheet summary of all department staff.
• Provide monthly and quarterly patient/procedure statistics reports.
• Responsible in delivering / coordinating / communicating of all correct and important issues/memos related to the staff in accordance to the supervision of the HOD.
• Assist New Arrival Staff; distributing Job Description and Competencies.
• Assist and answering staff inquiries based on HMG / Nursing Policy as needed.
• Perform photocopying and logging duties as required.
• Participate in person-centered care initiatives undertaken by HMG.
• Enrich patient experience with compassion, respect and dignity.
• Perform other applicable task and duties assigned within the realm of his knowledge, skill and abilities. 

Education/ Professional Qualification

• College Graduate

Experience

• Minimum (3) years of experience as secretary.