Hospital Management Secretary

Function

Finance/Administration

Facility

Life East London Private Hospital

Position

Hospital Management Secretary

Introduction

A vacancy exists for a Hospital Management Secretary at Life East London Private Hospital, reporting to Yvonne Ramentse, Hospital Manager. A highly efficient, energetic and professional secretary is sought who will be able to cope with the demands and pressures of a very busy position. The incumbent will be responsible for liaising with a variety of internal and external stakeholders and will be expected to function at all levels within the management team.

Critical Outputs

• Provide full secretarial support to the Senior Management Team which entails typing of all relevant correspondence and statistics, flight/ travel arrangements, message taking, diary management and setting up of meetings as well as accurate minute taking.
• Management of catering arrangements and venue bookings for management functions.
• The ability to critically judge situations that could potentially impact on the reputation of the hospital and  facilitate an appropriate escalation response.
• Maintenance of a sound filing system for hospital manager.
• Assisting other departments in the hospital with overflow work whenever possible.
• Telephonic and face-to-face liaison with doctors, patients and other key stakeholders in the business.
• Manage the boardroom and function bookings.
• Ad hoc projects and tasks which arise on a day-to-day basis. Assistance with complaint investigation and customer feedback.
• Maintain a database, in conjunction with Marketing Manager, of the admitting doctors including annual professional registrations, indemnity insurance.
• Facilitate assistance to dissatisfied clients who presents to the management team.
• Development of various presentations.
• Management of staff uniform ordering process.
• Maintain the stationery process in the hospital (orders, budgets and distribute)
• Compilation of the month end report for the hospital manager.
• Assist with record keeping and reconciliation of the healthcare waste.
• Raise orders on SAP and follow up on in
• Maintain the internal telephone lists.
• Assist in arranging functions and conference
• Access, maintain and distribute various types of technical and staff data including reports, letters, mailing lists and memoranda

Requirements

• Matric certificate with an office administration qualification.
• 3 to 5 years Secretary/PA experience desirable.
• Extensive knowledge of MS Office (Word, Excel, PowerPoint and Outlook), SAP knowledge will be an advantage.
• The ability to deal with confidential matters and interact professionally at all levels, both internally and externally.
• This demanding job requires a well-organised, energetic and enthusiastic individual who is willing to go the extra mile.
• Good interpersonal skills and communication ability as well as good telephone manner are essential.
• The ability to work in a pressurised and demanding environment, accuracy and attention to detail are critical.
• A valid motor vehicle driver’s license.
• Basic financial knowledge will be an advantage.
• Knowledge of organising Board meetings will be advantageous.

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
• Organizational awareness

Competencies

• Problem-solving, analysis and judgement
• Resilience
• Engaging diversity
• Verbal & written communication and presentation
• Influencing
• Drive & energy
• Excellence orientation
• Ethical behaviour
• Building relationships
• Customer responsiveness
• Organisational awareness

Email

ELPHRecruitment@lifehealthcare.co.za

Closing date

Monday, December 2, 2024