The Medical Secretary will provide high-quality administrative and clerical assistance to the CMO. The main duties shall include scheduling meetings, making travel arrangements and organizing daily calendars. Ultimately, the Medical Assistant should be able to identify and address the needs of the CMO and perform administrative tasks to ensure the organization's workflow runs smoothly. The position holder will be responsible for the appropriate organization and coordination of the administrative team within the hospital.
Key responsibilities of the role:
Contribute to developing the administrative team service standards and ensure they are consistently met. Act as a role model by delivering high operational performance standards and supporting the Administration Assistant team.
Collaborate with all levels of interdisciplinary teams, Medical officers, and other stakeholders in the development, implementation, and evaluation of programs and services.
Oversee and support the performance of new administrative
staff within the medical department, providing guidance to ensure smooth integration and alignment with departmental expectations. Recognize the diverse skill levels of individual staff members and the unique needs of the administrative team when developing staffing plans, ensuring appropriate coverage during standard working hours.
Promote and profile hospital services to patients, referrers, and the public, and participate in business development activities.
Project a professional departmental image through in-person and phone interaction.
Perform secretarial duties such as drafting correspondence, typing of policies and procedures, prioritizing requests and scheduling appointments and meetings in response to requirements. Manage the calendar/appointments of the Chief Medical Officer and ensure that meetings do not conflict with other meetings.
Coordinate/liaise with colleagues in a professional manner to ensure priority meetings are scheduled with Senior Leadership in a timely fashion.
Respond to inquiries and requests as appropriate by
drafting responses for Chief Medical Officer's signature.
Prepare agenda and minutes for designated meetings.
Type a variety of documents such as correspondence, minutes, reports, and policies/ procedures. Answer all queries related to departmental activities. Serve as departmental first contact.
Meet and greet CMO clients and visitors.
Assist with daily administrative tasks as directed by the CMO, ensuring that all activities are carried out in a timely and efficient manner.
Manage the flow of communications and correspondence through the organization.
Prepare and maintain staff under CMO division schedules, ensuring appropriate coverage and alignment with clinic operations and patient appointment demands.
Prepare reports of staff under CMO division attendance and arranging for any Emergency cases. files as required for the administration and as required by CBAHI and CMO.
Qualifications:
Bachelor's degree or Diploma in relevant field.
Experience:
Not less than (3) years in a similar role within an acute healthcare setting.
