A vacancy exists for a Nursing and Training Secretary based at Life Queenstown Private Hospital, reporting to the Nursing Manager. The successful candidate will provide reception and secretarial support to the Management suites in addition to the HR and Training responsibilities.

Critical Outputs
Managing and maintaining an efficient filing system
Taking accurate telephone messages and queries for all Managers in the Management Suite
Answering and screening of all telephone calls in a friendly and professional manner
Typing and formatting correspondence and documentation required
Dealing with telephonic enquires on behalf of the department/hospital
Creating and updating relevant spreadsheets, integrating data and graphs for Nursing, Quality and Training i.e WSP
Designing and formatting of presentations for Managers
Diary Management and Coordination
Arranging meetings / video conferences - agenda, venue, equipment & catering and co-ordination of management boardroom
Greeting guests for meetings
Taking minutes at meetings as requested
Compiling of meeting packs when required
Contacting and following up invoices and finance
Arranging conferences and functions and managing the boardroom
Scanning of documents
Provide guidance to staff on basic Payroll and HR admin queries/liaising with FPA
Ensuring all documents are filed accordingly and on time and according to the HR audit standards
Support the HR and Training departments to achieve their key objectives
Support the NSM, Quality Manager and CTS with initiatives at the Hospital (Training/Induction/Quality Audits/Quality programmes/ etc)
Support Nurse Management with all HR admin processes such as new engagements, terminations, transfers, promotions and other payroll documentation
Develop and maintain professional and trusting relationships with hospital staff, management and other HR and Training professionals at Hospital and Head Office level
Fully utilize internal communication structures to communicate HR information e.g. CF, Notice Boards, Departmental meetings, Gateway etc
Receiving CV’s and looking after the dedicated cv email and placing adverts on gateway when requested
Capturing various reports on excel such as Workplace Skills Plan, Industrial Relations stats, graph and trend reports
Be involved and assist the planning and scheduling of training interventions such as administration, setting up the room, catering, photocopying booklets and booking staff
Ordering of staff uniforms and name badges for all staff
Capturing and processing of invoices for the HR, Training and Nursing Departments
Typing and formatting correspondence and documentation in MS Word (including month end reports)

Requirements

Grade 12
A relevant diploma or NQF level 6 qualification will be an advantage
At least 2 years recent HR/Training or admin/secretarial experience in a similar role.
Excellent communication skills and telephone etiquette
Good inter-personal skills.
Energetic and proactive
Excellent Computer skills: Excel, Word, PowerPoint & Outlook
(intermediate to advanced)
Experience in a hospital environment will be an added advantage

Competencies

Confidentiality
Excellent Verbal & written communication and presentation
Drive & energy
Excellence orientation & attention to detail
Ethical behaviour
Building relationships
Customer focussed
Professionalism
Friendly disposition
Highly organised

Please send your resume/CV