About the Role

The National Medical Care Company (Care) is seeking a dedicated Medical Secretary to provide comprehensive administrative and secretarial support to a Business Unit Medical Director. This full-time position, based in Riyadh, involves managing confidential information, overseeing administrative support staff as required, and contributing to the delivery of high-quality patient care within NMC Hospitals and Clinics.

Core Secretarial Duties

• Perform responsible and confidential administrative and secretarial duties for the Medical Director.
• Prepare letters, which may be composed or compiled based on personal knowledge of the subject matter.
• Direct mail to other staff members for action, as instructed or in accordance with precedent.
• Arrange and schedule appointments for Executive Directors, including interviewing callers and making proper referrals.
• Prepare materials and make arrangements for meetings as required.
• Study received reports, compare them with previous data, and bring significant items, changes, errors, or omissions to the Medical Director's attention.
• Maintain up-to-date management manuals, directives, and organizational charts for the executive, keeping them informed of changes.
• Set up and maintain office files, ensuring correspondence and reports are readily available for reference and efficient operation.
• Take and transcribe dictation, type documents, and maintain office records.
• Answer the telephone and reply to questions in accordance with general instructions or refer calls to appropriate staff members.

Administrative and Financial Management

• Assist in departmental budget preparation by gathering data for projections, performing routine mathematical calculations, and typing budget documents.
• Maintain records of subsequent budgetary expenditures.
• Perform purchasing tasks for the department, including contacting vendors, preparing requisitions, approving invoices for payment, and maintaining purchase records.
• Prepare special and recurring reports for the Business Unit Medical Director by gathering data from various sources/departments.
• Answer general inquiries from the public and other department executives/staff regarding departmental policies, practices, and procedures.
• Maintain departmental petty cash records and may review, record, and deposit checks and other payments received, reporting to the Business Unit Medical Director.
• Maintain a variety of logs and files related to budgets, accounts payable, purchasing, and payroll for the department.

Office and Personnel Coordination

• Perform personnel tasks for the department, such as maintaining personnel files for staff and Directors under the Business Unit Medical Director.
• May exercise administrative supervision over staff by coordinating work assignments.
• Schedule the use of meeting rooms and other office space for use by the public, attorneys, and other hospital/departmental staff.
• Perform other applicable tasks and duties assigned within the realm of the employee's knowledge, skills, and abilities.

Candidate Profile

The ideal candidate will possess 5 to 10 years of relevant experience in an administrative or secretarial role, preferably within a medical or healthcare environment. Strong organizational skills, attention to detail, and the ability to manage confidential information are essential for success in this position.

Work Environment

This is a full-time position based in Riyadh, Saudi Arabia, offering an opportunity to contribute to a leading medical care provider. The role operates within a dynamic healthcare setting, supporting the administrative functions vital to patient care and operational efficiency.