Secretary to the Hospital Manager

4 weeks ago

Pretoria, South Africa LIFE Healthcare Group Full time

An exciting opportunity exists at Life Wilgers Hospital for a dynamic and professional secretary, reporting to the hospital manager. The successful candidate will have excellent written, communication and administrative skills.

Position

Secretary to the Hospital Manager

Critical Outputs

- Co-ordination of meetings and taking minutes
- 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
- General administration and assistance with petty cash etc.
- Screen all incoming calls to the Hospital Manager
- Implement efficient follow-up system
- Type all correspondence
- Assistance to new doctors
- Generation of statistics and reports from hospital information
- Organize and co-ordinate all meetings chaired by the Hospital Manager
- Manage Hospital Manager's diary
- The accurate and concise recording and communication of telephone messages, follow-up, returning of calls and assure that calls are replied to
- Always reflecting efficiency and conveying a positive attitude toward visitors and or customers
- Re-directing queries, telephone calls, complaints, etc. to the correct department in a friendly, efficient manner
- Brand ambassador for the hospital; ensure that brand and corporate identity standards, policies and procedures are adhered to throughout the hospital.
- Effectively use of the hospital’s communication structure ensuring that communications from Hospital Manager's office being distributed effectively
- Supporting the Hospital Manager’s open-door policy in such a way that he/she diplomatically remains in control inadvertently becoming involved
- Responsible for the effective and efficient running and control of the Hospital Manager’s office at all times, including Communication / feedback to customers / clients.
- Set dates for MAC meetings, communicate to Doctors, send out relevant agenda, minutes, financials. Organize catering etc.
- To communicate to staff in a respectful and dignified manner.
- To create a culture of caring and teamwork amongst staff.
- Stand in for the Nursing Manager’s secretary when needed

Requirements

- Matriculation with an office administration qualification.
- Five to seven years’ experience in a secretarial/PA position
- Advanced Computer literacy including MS Word, Power Point, Outlook, Excel and Access.
- Driver’s license and ability to travel
- After hours work, in accordance with the demands of the position
- Excellent written and verbal communication skills

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

Email: wilgers.cv@lifehealthcare.co.za

Closing date: Wednesday, October 9, 2024

Internal applicants - Before making an application, you are requested to discuss your application with your line manager. External candidates will also be considered.

Life Healthcare is an Equal Opportunity Employer.

Thank you for your interest in this opportunity. Kindly note that only shortlisted candidates will be contacted. Applicants who have not been contacted within two weeks of the closing date of this advert, should consider their application as unsuccessful.

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