Nursing Secretary

Function

Administration

Facility

Life Queenstown Private Hospital

Position

Nursing Secretary

Introduction

A vacancy exists for a Nursing and Training Secretary based at Life Queenstown Private Hospital, reporting to the Nursing Manager. The successful candidate will provide reception and secretarial support to the Management suites in addition to the HR and Training responsibilities.

Critical Outputs

• Managing and maintaining an efficient filing system
• Taking accurate telephone messages and queries for all Managers in the Management Suite
• Answering and screening of all telephone calls in a friendly and professional manner
• Typing and formatting correspondence and documentation required
• Dealing with telephonic enquires on behalf of the department/hospital
• Creating and updating relevant spreadsheets, integrating data and graphs for Nursing, Quality and Training i.e WSP
• Designing and formatting of presentations for Managers
• Diary Management and Coordination
• Arranging meetings / video conferences - agenda, venue, equipment & catering and co-ordination of management boardroom
• Greeting guests for meetings
• Taking minutes at meetings as requested
• Compiling of meeting packs when required
• Contacting and following up invoices and finance
• Arranging conferences and functions and managing the boardroom
• Scanning of documents
• Provide guidance to staff on basic Payroll and HR admin queries/liaising with FPA
• Ensuring all documents are filed accordingly and on time and according to the HR audit standards
• Support the HR and Training departments to achieve their key objectives
• Support the NSM, Quality Manager and CTS with initiatives at the Hospital (Training/Induction/Quality Audits/Quality programmes/ etc)
• Support Nurse Management with all HR admin processes such as new engagements, terminations, transfers, promotions and other payroll documentation
• Develop and maintain professional and trusting relationships with hospital staff, management and other HR and Training professionals at Hospital and Head Office level
• Fully utilize internal communication structures to communicate HR information e.g. CF, Notice Boards, Departmental meetings, Gateway etc
• Receiving CV’s and looking after the dedicated cv email and placing adverts on gateway when requested
• Capturing various reports on excel such as Workplace Skills Plan, Industrial Relations stats, graph and trend reports
• Be involved and assist the planning and scheduling of training interventions such as administration, setting up the room, catering, photocopying booklets and booking staff
• Ordering of staff uniforms and name badges for all staff
• Capturing and processing of invoices for the HR, Training and Nursing Departments
• Typing and formatting correspondence and documentation in MS Word (including month end reports)

Requirements

• Grade 12
• A relevant diploma or NQF level 6 qualification will be an advantage
• At least 2 years recent HR/Training or admin/secretarial experience in a similar role.
• Excellent communication skills and telephone etiquette
• Good inter-personal skills.
• Energetic and proactive
• Excellent Computer skills: Excel, Word, PowerPoint & Outlook
• (intermediate to advanced)
• Experience in a hospital environment will be an added advantage

Competencies

• Confidentiality
• Excellent Verbal & written communication and presentation
• Drive & energy
• Excellence orientation & attention to detail
• Ethical behaviour
• Building relationships
• Customer focussed
• Professionalism
• Friendly disposition
• Highly organised

Email

queenstowncareer@lifehealthcare.co.za

Closing date

Monday, April 21, 2025