Department Hospital Administration
Entity AKU Hospital, Nairobi
Location Nairobi, Kenya
Introduction
Aga Khan University Hospital, Nairobi (AKUH, N) is a private not-for-profit teaching hospital that provides tertiary and secondary level healthcare services. It is one of the hospitals in East Africa accredited by the Joint Commission International from USA. The University Hospital has been providing high quality care for the people of East Africa and beyond for over 60 years.
Job Summary
Reporting to the CEO, the Executive Assistant will provide
executive support to the CEO, visiting executive team members, visiting
dignitaries; in planning, organizing and managing the affairs of the CEO’s
office and its critical strategic and operational functions. Other duties
include managing all correspondence including drafting responses to clients,
government agencies, and other important communications; project managing SLT/SMT
meetings and outcomes, while maintaining complete confidentiality on all
matters pertaining to the hospital and university.
Responsibilities
- Preparing
agenda for meetings chaired by the CEO and the minutes of senior
leadership/management meetings.
- Weekly scheduling
and following up on agenda items due for circulation and tracking progress
against action items (project managing SLT/SMT meetings and outcomes).
- Where
meetings are held by remote connection, arranging for the most suitable
form, in time testing and set-up, ensuring the appropriate IT team is on
site for support through the meetings.
- Coordinating
all meeting activities of the CEO office with close interaction with the
senior team.
- Preparing
documents ahead for review and approval for the CEO’s various
presentations and meetings,
- Calls
management, reviewing correspondence, prioritizing for CEO’s attention and
responding to emails/letters.
- Research
and follow up on incoming issues and concerns addressed to the CEO,
including those of a sensitive or confidential nature; determining
appropriate course of action, referral or response.
- Drafting,
preparing, editing and disseminating communications from the CEO’s office.
- On
behalf of, and as directed by the CEO, following up on communication
between AKUH and government ministries & agencies, AKDN entities and
partner organizations on various issues ranging from high profile facility
visits, events, workshops, conferences, etc.
- Custodian
and overall management of the AKUH public contact; ensuring the mailbox is
continuously checked, directing emails to relevant personnel for immediate
action, and follow-up to ensure responses to clients are timely and
satisfactory and reported issues are closed.
- Receiving
and acknowledging letters/verbal communications from clients.
- Preparing
and drafting recommendation letters to staff.
- Providing
drafting and editorial support to the client relations team for complaint
letters.
- Thorough
review of drafts against investigation reports to ensure all concerns
raised have been investigated and reported.
- Rewriting
and preparing the complaint letters for approval and signature by the CEO
and dispatching to clients including repeating the process if further
queries are raised by clients until all issues are closed.
- Booking
tickets, in line with the procurement policy, and ensuring the most
suitable flights with regard to layover time, routing, flexibility, fare
rules and cost are booked.
- Timely
processing of travel as well as multiple/single entry visas for the team
in and out of the country.
- Protocol
arrangements, sourcing appropriate accommodation – in relation to event
venues, host offices/facilities locations, airports, etc.
- Arranging
and coordinating airport transfers and ground transport locally and in the
countries visited while regularly tracking and staying abreast of latest
immigration and visa rules, travel advisories, flight schedules/terminal
changes, etc. and advising the CEO/Executives accordingly. When
necessary, taking action to change, reroute or cancel tickets and ensuring
cancelled tickets are refunded or reused as per fare rules.
- Overall
administration and coordination of the affairs of the CEO’s office
including the customer service function as well as supervision of support
staff.
- Facilitating
and responsible for administrative aspects of planned workshops,
conferences and retreats headed by the CEO.
- Ensuring
the visiting executive team members are provided with appropriate working
space and superior administrative support through their stay.
- On a
regular basis facilitating and ensuring access to AKUH services by VIPs
affiliated to AKU/AKUH and AKDN in general, keeping track of the treatment
process and follow-up on payments post care/discharge.
- Ensuring
dignitaries in the hospital are followed up and billing done in a
diplomatic manner in liaison with AKDN.
- Managing
various requests for hospital tours with Public Relations department with
appropriate follow-up.
- Ensuring
that all machinery and audio-visual equipment in the office and boardroom
are functional, requesting and following up with relevant departments for
repair and or/replacement.
- Keeping
track of the inventory and recording for future reference, any movements,
replacements, write-offs.
- Liaising
with relevant departments as required to accomplish tasks against set
targets and deadlines.
- Any
other duties as assigned.
Requirements
- Bachelor’s
Degree in Business/Office Administration, Management, Communication or
equivalent.
- Computer
literacy is mandatory with experience of applicable software programs.
- Minimum
of 5 (five) years’ work experience in a senior secretarial role.
- Remarkable
organizational and management ability.
- Demonstrated
initiative, ability to set priorities and work effectively with minimum or
no supervision.
- Act as
a role model for other secretaries in the institution, promote personal
and professional development.
- Ability
to work under pressure and flexible/long hours if and when required.
- Excellent
interpersonal, verbal and written communication skills.
- Positive
attitude towards work and other members of the team.
- Unquestionable
integrity and ability to maintain confidentiality.
- Professional
attitude and strong work ethic with attention to timeliness
Primary Location: Kenya-Nairobi
Organization: Aga
Khan University Hospital Kenya
Employee Status: Regular
Job Type: Standard
Job Posting: 10/06/2021,
10:46:52 AM
Closing Date: 17/06/2021,
9:59:00 PM
How To Apply