Details

 

Position:
Administrative Assistant to the General Manager

Details:

Job Function:-

The Administrative Assistant (AA) at Cardiovascular Associates Ltd should provide high level support to the general manger and senior managers who constitute the Senior Managers’ Team:
Manager of the Accounts Department
Manager of the Human Resource Department
Manager of Pharmacy Services
Manager of Nursing Services

This support should be focus on the implementation of corporate strategy; and in this way, the AA’s operations should improve the efficiency of the business operations of the company. All activities must conform to the guidelines and standards set by this organisation as well as must conform to the recognised professional administrative standards.

Principal Duties and Responsibilities:-

  • Regulates the flow of information to members of the Senior Managers’ Team may need to answer and direct phone calls, and summarize reports and memos that are received before passing the information on to the people they assist.
  • Maintains a log of Departmental Procedure Manuals (Blue Folders) ensuring that there is one in each department which contains all current and updated approved protocols 
  • The AA will work with the I.T. Administrator and the HR Department to ensure that current and updated files are also on the CVA cloud and DMS.
  • The AA generates a task sheet of items on which to follow up with the CEO and management team.
  •  The AA is expected to consult with the General Manager to gain clarity on issues or specific items on which to focus. The AA will allow the management team to present all reports, findings and update but must be present at ALL MTMs ready to fill in the gaps when asked by a manager. In instances where the manager fails by intent or accident to relay accurate or complete information and does not make a request of the AA to supplement, the AA will clarify any issue with the General Management discreetly directly following MTM. 
  • Guide senior managers and middle managers to stay within best practice procedures for the Health Care environment.
  • The AA will ensure compliance to all agreed upon CVA procedures, policies and projects and with the co-operation of the Senior Managers’ team, liaise with lower grades of staff to coordinate and achieve project objectives within given timelines.
  • Prepares, proof reads, edits, copies and distributes documents in accordance with set standards.
  • Updates the calendar and plans and schedules appointments and meetings with relevant parties.
  • Creates, transcribes, and distributes meeting agendas and minutes.
  • Logs and routes correspondence, drafts letter/memos/documents and collects and analyses information.
  • Maintains hard copy and electronic filing system to facilitate easy retrieval and proper record keeping in-keeping with the company’s standards.
  • Coordinates repairs or maintenance of office systems, e.g. telephone system
  • Supports the development and maintenance of a team environment by performing other related duties.
  • Manages special projects and assignments given by the General Manager.
  • Performs other related duties as assigned


Personal Attributes:-
  • Sound Integrity
  • Intuitive
  • Well Organised
  • Personable

Qualifications and Experience:- 
  • Certificate in Business Administration 
  • Two (2) years experience in a similar capacity
  • Advanced level in Microsoft Office Suite
  • Minimum 50wpm (typing)
 
Knowledge, Skills and Abilities:- 
  • Very good organisational skills
  • Very good time management skills
  • Very good interpersonal skills
  • Very good communication skills and relationship building skills
  • Good business and report writing skills
  • Good critical thinking and decision making abilities
  • Good computer skills
  • Customer service skills
  • Able to work with little supervision
*The incumbent must possess sound technical skills . 

Please send your resume to cvahr@drsinn.com 


 

 

 
 
    

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