Senior Secretary (OPS/SS 3)

Key Responsibilities

• Types letters, reports, circulars, memorandum and letters of recommendation for Agencies;
• Drafts and prepares response letters to routine matters, as directed;
• Attends meetings takes notes, transcribes and produces Minutes in a timely manner;
• Maintains appointment diary for the Senior Director, Clinical Services and disseminates information, as directed;
• Receives callers and ascertains the nature of their business, supplies information when necessary or redirects them to the appropriate officers;
• Maintains an efficient and reliable filing system for correspondence, patients' complaints and other related confidential correspondence;
• Contacts Heads of Departments or other personnel to relay information regarding meetings and other appointments or to convey information generally;
• Obtains patients' records for investigation purposes and maintains a reliable tracer system;
• Receives and dispatches correspondence (internally/externally) using reliable logging system;
• Liaises with Hospital's Lawyers, as directed, to provide assistance regarding cases involving patient's complaints;
• Follows up on status/progress of Medical Reports for patients, from consultants, for enquiry purposes or otherwise;
• Receives complaints (oral/written) on behalf of the Medical Chief of Staff and attends to/or refers for appropriate action.
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

• Good oral and written communication skills
• Good interpersonal skills
• Good organizational skills
• Ability to take own initiative and be a self-starter
• Ability to maintain confidentiality
• Competent in MS Excel, MS PowerPoint, MS Word and Report Writing
• Good command of the English language
• High degree of integrity and diplomacy 

Minimum Required Qualification and Experience

• Mind certificate in Administrative Management (level 3); 
• At least 4 year(s) of working experience in the related field;
• Experience Secretary/Executive Secretary specializing in handling top management or equivalent. 

Special Condition Associated with the Job

• Participation in retreats/meetings outside of normal working hours may be required from time to time. 

Please note that only shortlisted applicants will be contacted.