Executive secretary l
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Key skills for this role
About the Role
Responsible for providing and coordinating a wide range of administrative and secretarial services in a hospital division. Duties include managing correspondence, filing systems, meeting coordination, minute taking, and office administration.
Key Skills for This Role
Responsibilities
- Provides a comprehensive administrative and secretarial service in the assigned Division
- Maintains confidentiality of all sensitive information at all times
- Develops and maintains departmental filing system; maintains an accurate suspense file system
- Reviews all incoming communications and prioritizes as appropriate
- Drafts letters and reports on behalf of the assigned Division to a high standard of English
- Takes dictation and/or transcription; types and distributes correspondence and reports
- Manages and coordinates the filing system; sets up and maintains office administration systems
- Coordinates communication, documentation, venue bookings and refreshments for meetings/committees
- Attends meetings, taking minutes and follow up action as required
- Organizes office supplies and repairs to office equipment; troubleshoots office equipment malfunctions
- Assists in providing support and guidance to staff in computer systems including review, proof reading and formatting of computerized documentation
- Develops and maintains computerized office systems to deal efficiently with paper flow
Requirements
- 2 years Diploma in Executive Secretary, Business Administration, or English with 10 years of experience OR Bachelor's Degree with 4 years of experience OR Master's Degree with 2 years of experience
- Experience must be in a healthcare setting
- GPA (+4)
- IELTS (6) / STEP (85)
Full Job Posting
Job Purpose
- Responsible for providing and coordinating a wide range of administrative and secretarial services in the assigned Division.
- Contribute to the effective and efficient service delivery of the assigned Division.
Key Accountabilities & Responsibilities
- Provides a comprehensive administrative and secretarial service in the assigned Division.
- Maintains confidentiality of all sensitive information at all times.
- Develops and maintains departmental filing system. Maintains an accurate suspense file system and liaises with individuals to determine action.
- Reviews all incoming communications in the assigned department and prioritizes as appropriate.
- Responsible for effective communication, both oral and written, to and from the Head of the Division.
- Ability to draft letters and reports on behalf of the assigned Division, to a high standard of English.
- Takes dictation and/or transcription. Types and distributes correspondence and reports.
- Manages and coordinates the filing system to ensure the smooth running of the office. Sets up and maintains office administration systems.
- Coordinates all communication, documentation, venue bookings and refreshments with regard to meetings/committees.
- Attend meetings, taking minutes and follow up action as required.
- Organizes office supplies and repairs to office equipment.
- Trouble shooting for office equipment malfunctions.
Job Qualifications and Experience
- Minimum or Required: 2 years Diploma in Executive Secretary, Business Administration, or English with 10 years of experience.
- OR Bachelor’s Degree in Executive Secretary, Business Administration, Science or English Language with 4 years of experience.
- OR Master’s Degree in Business Administration, Science or English with 2 years of experience.
- The experience must be in a Healthcare sitting.
- GPA (+4).
- IELTS (6) / STEP (85).
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