Administrative Assistant

ORGANIZATIONAL RELATIONSHIP

The Administrative Assistant will report to the General Manager/Manager assigned for the execution of all duties performed.

SPECIFIC ACCOUNTABILITIES

The Administrative Assistant:

• ? Schedule and arrange meetings.
• ? Prepares for review and approval of the senior/junior doctors’ rosters for the Counties and Sangre Grande Hospital.
• ? Manage incoming and outgoing correspondence including documents via e-mail.
• ? Prepares status reports both monthly and annually.
• ? Engages in emergency medical staff arrangements as it relates to the roster.
• ? Drafts and prepares memoranda and letters for the approval of the supervisor.
• ? Attend and take minutes at meetings.
• ? Prepares board papers for review by their managers.
• ? Assists in the formation and executive of policies.
• ? Performs increasingly complex duties including the supervision of subordinate staff.
• ? Conducts research for projects to be undertaken.
• ? Establish and maintain the filing system for the department.
• ? Assembles and analyzes information and submit draft reports for approvals.
• ? Manages all operations in the absence of their manager.
• ? Consults with staff and public to address enquires.
• ? Completion of Performance Appraisal for junior staff.
• ? Acts as liaison between management and staff.
• ? Attends to internal/external complaints.
• ? Represents the organization by providing reliable and pertinent information to internal/external customers.
• ? Resolves conflicts between staffs when requested.
• ? Liaise with private medical institution for access to service for patients under the direction of their supervisor.
• ? Performs other related duties as may be required by the appropriate Authority.

KEY KNOWLEDGE, SKILLS AND ABILITIES

• ? Knowledge of Events/Project Management.
• ? Knowledge of the methods and techniques of Office Management.
• ? Excellent communication skills, both oral and written.
• ? Ability to co-ordinate administrative or technical programmes and to evaluate their effectiveness and make comprehensive reports and recommendations.
• ? Ability to speak and write clearly and effectively.
• ? Ability to establish and maintain effective working relationship with other employees and the general public.
• ? Ability to take and transcribe minutes.
• ? Ability to work with minimal supervision.

MINIMUM TRAINING AND EXPERIENCE

• Training as evidenced by the possession of an Association of Business Executives (ABE) Level 5 Diploma; or a Diploma in Public Administration or equivalent.
• Minimum professional qualifications such as the Administrative Professional Secretary (APS).
• Advanced knowledge of Microsoft Office suite and other related software programmes.
• Four (4) years’ experience in a secretarial position.
• Any equivalent combination of training and experience.

SUPERVISORY RESPONSIBILITIES

• Junior Administrative Assistant
• Clerk I
• Driver/Messengers
• On the Job Trainee

COMMUNICATION AND WORKING RELATIONSHIPS

Internal:

• Medical Director
• General Manager-Primary Health Care Services
• County Medical Officer of Health
• Manager-Hospital Administration
• Manager-Para Clinical Services
• Chief Executive Officer
• Other Members of the Management Executive Team
• Other Members of the Management Team
• All Heads of Department
• All other staff members

External:

• Ministry of Health
• Other Regional Health Authorities
• Members of the Protective Services
• Ministry of Science, Technology and Tertiary Education