Administrative Assistant at The Nairobi Hospital

ADMINISTRATIVE ASSISTANT REF: TNH/HRD/AA /04/2022

Reporting to Director, Medical Services & Research, the successful candidate will be responsible for providing an efficient administrative support to the office of Director Medical Services and Research in line with requirements.

ROLES AND RESPONSIBILITIES

• Administer the Director, Medical Services & Research calendar of meetings and activities effectively.
• Prepare and update materials for meetings, presentations, and departmental communication.
• Coordinate and take minutes of various department meetings and subcommittees meetings and compile reports as assigned.
• Facilitate internal and external meetings including booking meeting rooms, venues and managing logistics in domestic and international locations.
• Review requests for prioritization with executive partners.
• Provide logistical and administrative support for continuing medical education sessions, divisional conferences/workshops and clinical governance.
• Update and maintain admitting staff records including details on members listing, licenses, insurance cover and any other pertinent information.
• Provide administrative support in the processing of new applications for doctors admitting rights.
• Facilitate and prepare medical reports as assigned and managing external parties
• Co-ordinate the requisition and stock control of all stationery and stock items for the office.
• Attend to all mail and telephone messages, calls, voicemails for appropriate sorting and delivery and action.
• Maintain department related files, both paper and electronic.
• Maintain a proper document handling system in the office by keeping an efficient filing and retrieval system.
• Attend to inquiries and liaise with the appropriate staff as necessary to ensure that the needs are satisfactorily attended to.
• Maintain a high degree of confidentiality and professionalism; and
• Perform any other duties that may be assigned by the supervisor from time to time.
• Any other responsibilities that may be assigned to the job holder by the supervisor from time to time.

EDUCATION AND EXPERIENCE

• University degree in Business Studies and Secretarial training or equivalent.
• Medical secretarial training
• Minimum of 3 years’ relevant experience in a similar role.

CORE COMPETENCIES

• Ability to draft and type different correspondences
• Ability to take minutes
• Ability to engage at all levels of the organization
• Planning and organizing skills
• Ability to think on one’s feet
• Relationship management skills
• Tact and diplomacy
• Confidentiality
• System knowledge
• Team working skills
• Accountability
• Integrity