A vacancy exists for a Secretary to the Hospital Manager, based at Life Vincent Pallotti Hospital, reporting to the Hospital Manager. The successful candidate will be responsible for managing the reception environment to ensure that all patient services and risk management protocols and procedures are complied with and strategic objectives are met by supervising, motivating and supporting direct reports.

Critical Outputs
Co-ordination of meetings and taking minutes
Maintain confidentiality at all times.
Administrative functions including filing, dealing with correspondence, providing a front-line service to the management office, preparation of documentation for meetings, ordering supplies, distribution of mail, memoranda and other administrative duties as required by the hospital manager
Screen all incoming calls to the Hospital Manage including the accurate and concise recording and communication of telephone messages, follow-up, returning of calls and assure that calls are replied to
Manage Hospital Managers diary and organize and co-ordinate all meetings chaired by the Hospital Manager
Responsible for the effective and efficient running and control of the Hospital Manager’s office at all times, including communication or feedback to customers / clients
Effectively use of the hospital’s communication structure ensuring that communications from Hospital Managers office being distributed effectively.
Implement efficient follow-up system
Type all correspondence
Generation of statistics and reports from hospital information
Re-directing queries, telephone calls, complaints, etc. to the correct department in a friendly, efficient manner
Always reflecting efficiency and conveying a positive attitude toward visitors and or customers
To communicate with staff in a respectful and dignified manner.
Brand ambassador for the hospital; ensure that brand and corporate identity standards, policies and procedures are adhered to throughout the hospital.
The ability to critically judge situations that could potentially impact on the reputation of the hospital and facilitate an appropriate escalation response.
Assistance to new doctors
Set dates for MAC meetings, communicate to doctors, send out relevant agenda, minutes, financials. organize catering etc.
Provide full secretarial support to the Senior Management Team which entails typing of all relevant correspondence and statistics, flight/ travel arrangements, message taking, diary management and setting up of meetings as well as accurate minute taking.
Maintain a database, in conjunction with the Marketing and Communications Team, of the admitting doctors including annual professional registrations, and indemnity insurance.
Management of catering arrangements and venue bookings for management functions.
Telephonic and face-to-face liaison with doctors, patients and other key stakeholders in the business.
Manage of boardroom booking requests.
Ad hoc projects and tasks which arise on a day-to-day basis. Assistance with complaint investigation and customer feed-back.
Facilitate assistance to dissatisfied clients who present to the management team.

Requirements

Grade 12 essential. A secretarial qualification would be an advantage
Five to seven years’ experience in a secretarial/PA position
Advanced Computer literacy, including MS Word, Power Point, Outlook, Excel and Access.
After hour work, in accordance with the demands of the position
Excellent written and verbal communication skills
The ability to deal with confidential matters and interact professionally at all levels, both internally and externally.
This demanding job requires a well organised, energetic and enthusiastic individual who is willing to go the extra mile.
Good interpersonal skills and communication ability as well as good telephone manner are essential.
The ability to work in a pressurized and demanding environment, accuracy and attention to detail are critical.
A valid motor vehicle driver’s license.
Basic financial knowledge will be an advantage.
Knowledge of organizing Board meetings will be advantageous.

Competencies

Problem-solving, analysis and judgement
Resilience
Engaging diversity
Verbal & written communication and presentation
Influencing
Drive & energy
Excellence orientation
Building relationships
Customer responsiveness
Organisational awareness
Leading my example (Key for Managers)
Motivating and developing people (Key for Managers)
Ethical behavior

Please send your resume/CV