Job Purpose: Supporting the smooth operation of hospital administrative functions. This role is responsible for managing day-to-day clerical tasks, coordinating departmental activities, maintaining accurate records and correspondence, and ensuring compliance with healthcare policies and procedures. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to work in a dynamic, patient-centered environment, assisting staff, patients and visitors.
ii. Duties and Responsibilities
• Coordinate appointments, meetings, and schedules for medical and administrative staff.
• Serve as a liaison between departments to ensure effective communication and coordination of services.
• Assist with the preparation of letters, memoranda, reports, presentations, and documentation for internal and external stakeholders.
• Serves as administrative contact and liaison for internal and external stakeholders such as patients, visitors, staff, regulatory offices
• Participate in quality improvement initiatives and administrative audits as required.
• Provide backup support for reception and other administrative roles as needed.
• Provide logistical support at functions.
• Coordinate requisition and stock control of all stationery and stock items in the Administration office.
• Organizing Hospital visits for interested parties and liaising with the relevant departments as appropriate.
• Coordinating meeting arrangements for the Senior Management Team and Heads of Department and taking minutes as called upon.
• Maintaining confidential and organizing and maintaining an efficient filing and retrieval system.
• Develops, implements and administers departmental office systems and procedures. Establishes office procedures, policies and operations. Interprets and communicates policies and processes.
• Monitors budget including tracking expenditures and providing reports. May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts; uses budget tool.
• Maintains personnel records for admitting consultants while supporting with the process of provision of admission rights.
• Provides wide ranges of support including: keyboarding, composing and editing letters, memoranda, reports, lecture/course materials, presentations, cases.
• Manages complex calendars, arranges for meetings, appointments and travel arrangements.
• Coordinates events, including conferences, seminars, and colloquia.
• Responsible for supporting the Head of Clinical Services to ensure that the regulatory licensure is up to date.
• Performing any other duties that may be assigned by the Senior Management Team from time to time.
iii. Qualifications
1. Education
• Bachelor’s degree in Business Administration or equivalent
• Very good working knowledge of MS office, scheduling and project management tools
2. Job Experience
• At least 3 – 5 years working experience in a fast paced environment
• Hospital Experience is an added advantage
iv. Key Competencies – Skills/ Knowledge/ Aptitude
• Confidentiality.
• Good public relations with all correspondents within and outside the Hospital.
• Speedy yet careful execution of instructions
• Frequent interactions with varied types of external and internal customers
• High level of professional etiquette and decorum
• Ability to prioritize and handle multiple tasks in fast paced environment.
• Minute and report writing
• Strong organizational skills
• Refined interpersonal and communication skills.
• Professional, pleasant and mature disposition.
• Good customer care and problem-solving skills.
• Computer and data analysis skills
Application Deadline: 8th May 2025 however shortlisting is to be done on a rolling basis
How to Apply: Applicants to send their application letter and CV ONLY to recruitment@aarhospital.com
Other Specifications: Candidates to indicate expected salary on the application letter
