Administrative Assistant - FOCOS Orthopaedic Hospital

Job Description

Summary  Responsibilities

• Responds to all incoming and outgoing correspondence of the Administrative Manager.
• Responsible for Office recordkeeping systems and forms control.
• Maintains supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Responsible for all typing work of multiple Managers/Supervisors.
• Coordinates calendar appointments of the Medical Director.
• Provides administrative supports to management by arranging meetings, conferences and writing letters, circulars, memos and minutes.
• Arranges departmental and hospital-wide meetings, compile agendas and circulate papers and minute of meeting to ensure that accurate records of discussions are produced.
• Arranges logistics for all meetings.

• Sends reminders and minutes of meetings to attendees prior to subsequent meetings.
• Assists in administering contracts to ensure that service level agreements are met.
• Liaises with FOCOS USA and other affiliated Offices on volunteer issues.
• Liaises and maintains cooperative relationships with the Ministries, Agencies and Departments, and other stakeholders on issues relating to volunteers.
• Compiles reports/presentations when required.
• Writes and edits speeches, newsletters and other forms of internal correspondence.
• Participate in the preparation and submission of the departmental quarterly reports.

Required Skills or Experience

• HND Business Administration.
• A minimum of two (2) years working experience in similar position.

Technical

• Fast in typing.
• Understand and interpret hospital administrative practices and policies.
• Knowledge of Microsoft Office Suite.
• Ability to operate basic office equipment.
• Ability to answer phone calls in a pleasant and helpful manner.
• Ability to read, understand and follow oral and written instructions.
• Excellent writing and verbal communication skills.
• Proficient in English

Personality

• Ability to work under pressure and perform multi-task.
• Trustworthiness.
• High level integrity.
• Demonstrated ability to work on own initiative.