Responsible for the efficient and effective performance of secretarial and clerical duties for the Medical division but not limited to, typing, preparing reports, processing correspondence, filing, scheduling meetings, answering and directing calls, and sorting and distributing mail. The role encompasses adequate follow-up and smooth coordination of assigned administrative issues, use of proper initiative and judgment, adequate priority setting and time organization
Responsibilities
- Provide administrative and clerical support and coordinate all office procedures
- Establishes, implements and maintains a filing system for reports, policies & procedures and all correspondence internally and externally from and within the office.
- Screens and organizes incoming/outgoing mail and routes to appropriate departments
- Screens personnel, visitors, telephone calls, handle routine queries, arrange appointments and redirects as necessary
- Proofreads, corrects prepared material and types into official paperwork at an efficient speed
- Produce correspondence and documents using appropriate software packages and maintain presentations, records, spreadsheets and databases
- Maintain calendar of events and meetings and arrange booking rooms and conference facilities
- Establishes appropriate office systems and procedures necessary for performance of the duties.
- Maintains adequate and sufficient stock of office supplies
- Maintain efficient office procedures and a system for keeping track of requested actions, reports, databases and process requests of staff for leave, holidays and others as necessary
- Prepares and records the minutes of meetings as assigned
- Maintains confidentiality of documents and information, demonstrate professionalism and diplomacy in communicating with all staff
- Participate in quality initiatives and performance improvement activities
- Performs other relevant duties as specified by the direct supervisor
Required Skills and Expertise:
- Bachelor Degree
- Advanced computer skills
- Certification/experience in filing and office management is a plus
- Good Interpersonal communication skills
