Secretary

Function

Administration

Facility

Life Vincent Pallotti Hospital

Position

Secretary

Introduction

A vacancy exists for a Secretary to the Hospital Manager, based at Life Vincent Pallotti Hospital, reporting to the Hospital Manager. The successful candidate will be responsible for managing the reception environment to ensure that all patient services and risk management protocols and procedures are complied with and strategic objectives are met by supervising, motivating and supporting direct reports.

Critical Outputs

• Co-ordination of meetings and taking minutes
• Maintain confidentiality at all times.
• 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
• Screen all incoming calls to the Hospital Manage including the accurate and concise recording and communication of telephone messages, follow-up, returning of calls and assure that calls are replied to
• Manage Hospital Managers diary and organize and co-ordinate all meetings chaired by the Hospital Manager
• Responsible for the effective and efficient running and control of the Hospital Manager’s office at all times, including communication or feedback to customers / clients
• Effectively use of the hospital’s communication structure ensuring that communications from Hospital Managers office being distributed effectively.
• Implement efficient follow-up system
• Type all correspondence
• Generation of statistics and reports from hospital information
• Re-directing queries, telephone calls, complaints, etc. to the correct department in a friendly, efficient manner
• Always reflecting efficiency and conveying a positive attitude toward visitors and or customers
• To communicate with staff in a respectful and dignified manner.
• Brand ambassador for the hospital; ensure that brand and corporate identity standards, policies and procedures are adhered to throughout the hospital.
• The ability to critically judge situations that could potentially impact on the reputation of the hospital and facilitate an appropriate escalation response.
• Assistance to new doctors
• Set dates for MAC meetings, communicate to doctors, send out relevant agenda, minutes, financials.  organize catering etc.
• 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.
• Maintain a database, in conjunction with the Marketing and Communications Team, of the admitting doctors including annual professional registrations, and indemnity insurance.
• Management of catering arrangements and venue bookings for management functions.
• Telephonic and face-to-face liaison with doctors, patients and other key stakeholders in the business.
• Manage of boardroom booking requests.
• Ad hoc projects and tasks which arise on a day-to-day basis. Assistance with complaint investigation and customer feed-back.
• Facilitate assistance to dissatisfied clients who present to the management team.

Requirements

• Grade 12 essential. A secretarial qualification would be an advantage
•  Five to seven years’ experience in a secretarial/PA position
•  Advanced Computer literacy, including MS Word, Power Point, Outlook, Excel and Access.
• After hour work, in accordance with the demands of the position
• Excellent written and verbal communication skills
• 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 pressurized 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 organizing Board meetings will be advantageous.

Competencies

• Problem-solving, analysis and judgement
• Resilience
• Engaging diversity
• Verbal & written communication and presentation
• Influencing
• Drive & energy
• Excellence orientation
• Building relationships
• Customer responsiveness
• Organisational awareness
• Leading my example (Key for Managers)
• Motivating and developing people (Key for Managers)
• Ethical behavior

Email

debra.choice@lifehealthcare.co.za

Closing date

Tuesday, April 28, 2026