Executive Personal Assistant

Job Description

Provide high-quality Personal Assistant/Secretarial services:
Assists the Operations General Manager with organization of their workload, planning meetings, collection, and collation of information.
Deals promptly and appropriately with all routine correspondence, prioritizes incoming correspondence for attention and prepares draft replies for the Operations General Manager as appropriate.
Assists the Operations General Manager with other Line and hospital activities (including participating and leading projects) as required.
Ensures information is promptly disseminated as required.
Develops good co-operative working relationships with other lines as required within the hospital.
All work is accurate and professionally presented with deadlines met.
Is discreet and displays tact, diplomacy, cultural sensitivity and awareness, and effective communication skills.
Maintains strict confidentiality relating to patient/ client/ personnel information and Lifeline business.
Act as a positive role model for clerical staff within the Lines and provide clerical leadership and support as required.

· Provide high quality and efficient Line Committee Secretary services
Provides support to the Operations General Manager in relation to Line and other meetings as appropriate (e.g., prepare agendas, take minutes).
Attends Service meetings and maintains an accurate record of meeting proceedings. Minutes are to be prepared within 2 working days of the meeting, in accordance with established guidelines.
Agendas are to be prepared prior to meeting.

· Ensure the office is managed effectively and efficiently
The office environment is maintained in a tidy and professional manner.
A central administrative filing system is established and maintained and kept up to date. Information is easily accessible, and an effective bring-up system operates.
Office supplies are maintained at an adequate level and equipment is kept in good operating order.
The telephone is always staffed during normal working hours, and a courteous, informed and prompt reception service is provided.
Assists in the creation and maintenance of a positive and harmonious environment.

· Project Support
Provide administrative support to projects as required by the Operations General Manager ensuring achievement of project objectives within agreed timelines.

· Maintain own skills, knowledge, and expertise
Participates in relevant training programs as required, or as approved to enable the best productivity of resources.
Participates in regular evaluation of own performance with the Operations General Manager.
Participates in hospital quality program and be a member of quality committee if chosen.

Follow all relevant organizational HSE and QM policies, processes, procedures and instructions to ensure Health, Safety and Quality compliance in all aspects of work and ensure commitment to a culture of continuous improvement by complying with Quality Management System processes, providing and receiving constructive feedback, to meet quality standards and stakeholder expectations.

Education requirements:
Graduate degree in Administration or related field (Essential)

Experience:
Minimum 3 years of experience in Hospital or similar setup(required)
Minimum 1 year in GCC (preferred)


Knowledge and Skills
Strong Knowledge of the Healthcare Administration industry
Ability to write clearly and help with word processing when necessary.
Warm personality with strong communication skills.
Ability to work well under limited supervision.
Good communication skills.