Administrative Assistant

Duties and Responsibilities:

1- If assigned toa Departmental or Service Director: provides clerical and administrative support and performs a range of delegated functions to ensure the office runs smoothly and efficiently.

2- Develops and maintains electronic and paper filing systems. Ensures files and folders are clearly and accurately labelled and dated for ease of access. Retains or deletes data according to the requirements of the data retention policy.

3- Utilizes multiple Office Applications effectively and efficiently.

4- Answers telephone, meets and greets visitors and arranges access based on scheduled appointments.

5- Takes minutes and meeting attendance as requested. Ensures minutes are finalized, approved and distributed in a timely manner.

6- Prepares required departmental reports, prepares and maintains databases relevant to area of assignment

7- Receives and distributes incoming mail and ensures ongoing distribution and return as needed in a timely manner.

8- Maintains the tidiness of the Office Environment ensuring filing cabinets are neat and organized and that hard copy data is retained or deleted as per the data retention policy.

9- Prepares photocopies of documents as needed.

10- Requests Office Supplies as needed.

11- If assigned to the secretarial pool: provides utilizes a range of clerical skills to produce a range of documents, type reports, prepare spreadsheets and databases, assist with PowerPoint Presentation development, prepare graphs and keep minutes of assigned meetings.

12- Maintains a comprehensive filing system of all assigned work.

13- Acts as a courier to deliver papers and reports to concerned departments.

14- Maintains the tidiness of the Office Environment ensuring filing cabinets are neat and organized and that hard copy data is retained or deleted as per the data retention policy.

15- To perform this job successfully, an individual should have knowledge of MS Excel, MS outlook, MS word, and MS PowerPoint.

16- Requests and organizes Office Supplies , equipment (non-medical or medical), also to request .

17- Enters maintenance requests and e-purchase requests as needed.

18- If assigned to support a non-medical clinic

19- As well as the above mentioned clinical functions, if the admin assistant is assigned toa clinic the following functions apply.

20- Ensures that all incoming and outgoing communications received and distributed to the appropriate individual.

21- Ensures the patient shadow file seen is available in the clinic in time for the patient appointment.

22-Demonstrates compassionate communication skills while providing support and care to the patients as “the patient is the centre of our care”.


Education:

Degree in Administration or related field preferred, with training in the use of computer programs and typing required.

Experience: 2 years in an administrative assistant position, preferably with hospital experience. Excellent

Language: command of verbal and written English.

Post date: 28 Rajab 1446 - 27 January 2025
Publisher: LinkedIn
Post date: 28 Rajab 1446 - 27 January 2025
Publisher: LinkedIn