Job Title: Administrative Secretary
Hiring Organization: Aga
Khan University Hospital Kenya
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Medical
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 12/04/2023
Administrative Secretary, Department of Surgery – (2300017Y)
Introduction
The Aga Khan University is a pioneering institution of higher education whose mission is to improve the quality of life in the developing world and beyond, through world-class teaching, research and healthcare delivery. AKU educates students for local and global leadership from campuses and teaching hospitals in six countries, primarily in Asia and Africa. It generates new knowledge to solve problems that affect millions of people, especially the most vulnerable. The University is a private, not-for-profit institution and part of the Aga Khan Development Network. www.aku.edu
AKU invites applications for the position of Administrative
Secretary to be based at the Aga Khan University Nairobi, Kenya
Job Summary
To provide efficient administrative support services to the Chair
and Faculty and manage the entire Department of Surgery by assisting in general
administrative activities as and when required.
Responsibilities
- Compose and type
regular correspondence such as invitations and informative material.
- Develop and
maintain a filing system.
- Provide statistical
and budget reports.
- Supervise and
monitor inventory of office and project equipment and furniture.
- Manage calendar
schedules and follow up delegated tasks to ensure progress to deadlines.
- Work with the
Academic office to ensure smooth running of the Post Graduate Medical
Education Residency Program
- Coordinate
examination activities for the Department of Surgery
- Assist in
preparation of faculty/residents’ presentations, research papers, etc.
- Maintain the
residents/faculty leave schedules.
- Process staff
requisitions when positions for residency and faculty fall vacant and make
follow-ups to ensure timely replacement.
- As required,
participate in the training and supervision of part-time and volunteer
secretarial staff.
- Arrange meeting
facilities & distribute minutes of the meetings and make follow-ups on
action items.
- Participate in
the organization of seminars, workshops, retreats, training sessions and
arrange for travel & accommodation (both local and international) by
liasing with the housing and travel department.
- Arranging and
reconciling staff advance used by faculty/resident used during their
training/conferences.
- Routinely
re-order department supplies. Ensure weekly supply of food and beverage
and office supplies as per the needs of the department.
- Coordinate with
the medical records transcription office to ensure that all medical
reports are written by both the faculty and residents.
Qualifications
- Diploma in
Business and Office Management/ Diploma in Secretarial Studies
- Proficient in MS
Office Suite
- Audio typing,
dictation and shorthand skills
- Excellent
written and oral communication skills
- Excellent
organizational and time management skills and attention to detail
- Ability to
relate well with faculty, clinicians, and hospital staff at all levels.
