Secretary to the Hospital Manager and Finance & Administration Manager

Function

Company Secretarial

Facility

Life Wilgers Hospital

Position

Secretary to the Hospital Manager and Finance & Administration Manager

Introduction

An exciting opportunity has arisen at Life Wilgers Hospital for a dynamic and professional secretary, reporting to the hospital manager, Mrs Jackie Simonato. The successful candidate will have excellent written, communication and administrative skills

Critical Outputs

• Co-ordination of meetings and taking minutes
• 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
• General administration and assistance with petty cash etc.
• Screen all incoming calls to the Hospital Manager
• Implement efficient follow-up system
• Type all correspondence
• Assistance to new doctors
• Generation of statistics and reports from hospital information
• Organize and co-ordinate all meetings chaired by the Hospital Manager
• Manage Hospital Managers diary
• The accurate and concise recording and communication of telephone messages, follow-up, returning of calls and assure that calls are replied to
• Always reflecting efficiency and conveying a positive attitude toward visitors and or customers
• Re-directing queries, telephone calls, complaints, etc. to the correct department in a friendly, efficient manner
• Brand ambassador for the hospital; ensure that brand and corporate identity standards, policies and procedures are adhered to throughout the hospital.
• Effectively use of the hospital’s communication structure ensuring that communications from Hospital Managers office being distributed effectively
• Supporting the hospital Manager’s open door policy in such a way that he diplomatically remains in control inadvertently becoming involved
• Responsible for the effective and efficient running and control of the Hospital Manager’s office at all times, including
• Communication / feedback to customers / clients.
• Set dates for MAC meetings, communicate to Doctors, send out relevant agenda, minutes, financials.  Organize catering etc.
• To communicate to staff in a respectful and dignified manner.
• To create a culture of caring and teamwork amongst staff.
• Stand in for the Nursing Manager’s secretary when needed

Requirements

• Matriculation or equivalent with an office administration qualification.
• Five to seven years’ experience in a secretarial/PA position
• Advanced Computer literacy including MS Word, PowerPoint, Outlook, Excel and  Access.
• Driver’s licence and ability to travel
• After hours work, in accordance with the demands of the position
• Excellent written and verbal communication skills

Competencies

• Problem solving, analysis & judgment
• Computer literate with attention to detail
• Resilience, planning, drive and energy
• Computer proficiency as well as excellent verbal & written communication
• Excellence orientation (concern for high quality)
• Ethical behaviour (honesty)
• Building relationships and networking
• Customer responsiveness
• Organisational awareness

Tel

012 807 8174

Email

Wilgers.CV@lifehealthcare.co.za

Closing date

Friday, August 13, 2021