An exciting opportunity has arisen at Life Beacon Bay Hospital for a dynamic and professional secretary, reporting to the Hospital Manager, Benjamin Deyzel.
The successful candidate will have excellent written, communication and administrative skills and provide administration and support to the Hospital Manager, Nurse Manager and Finance and Administration Manager.
In addition, they will be responsible for the offices in the Management Suite. 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, invoicing and SAP Screen all incoming calls to the Hospital Manager, Nurse Manager and Management Suites Implement efficient follow-up system Type all correspondence requested Assistance to new doctors and managers on relocation and marketing Generation of statistics and reports from hospital information Organise and co-ordinate all meetings chaired by the Hospital Manager Manage Hospital Management diaries 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 Managers office being distributed effectively Supporting the hospital Manager’s open door policy in such a way that he 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. Organise catering etc.
To communicate to staff in a respectful and dignified manner. To create a culture of caring and teamwork amongst staff. Assist the Marketing Co-ordinator to update / order / distribute all patient information brochures.
Assist the Marketing Co-ordinator with internal or external projects, hospital functions and events. Requirements Grade 12 Five to seven years’ experience in a secretarial / PA position Proven advanced Computer literacy including MS Word, Power Point, Outlook and Excel Experience with SAP is an advantage Driver’s licence and ability to travel After hours work, in accordance with the demands of the position Excellent written and verbal communication skills Numeric ability and accuracy Competencies Problem-solving, analysis and judgement Resilience Engaging diversity Verbal & written communication and presentation Influencing Action orientation Building relationships Customer responsiveness Organisational awareness Leading by example Excellence orientation Ethical behaviour Interested candidates can send their CV