Ref: DCSAES/KUTRRH/8
(3 Posts)
Department: Hospital Administration
Section/Unit Administrative Service
Reports to: Chief Executive Officer
& Directors
Direct Reports:
1. a) Administrative Clerk
2. b) Secretary/Copy Typist
Job Purpose
Reporting to the Chief Executive
Officer, the Executive Secretary job exists to coordinate and provide
secretarial and administrative services at the KUTRRH.
Responsibilities
·
Manage the executive’s diary by
booking appointments for, organizing meetings for them, organizing their work
and programming their daily, weekly, monthly or annual activities in the
hospital.
·
Manage the executive’s calendar by
planning their work plans and work schedules, annual leaves and day offs and
thus reminding them when they are due in the hospital.
·
Provide logistical support to
executives with issues such as visas, travel, itinerary and personal needs
within and without the hospital.
·
Keep the records of their work by
taking notes of their meetings, typing documents, documenting and filing
documents within or without the hospital.
·
Correspond with the executives’
customers, clients and colleagues on official business of the hospital.
·
Book appointments, receive and screen
all visitors to the executives’ offices, telephone calls, inward and outward
mail and ensure relevant action is taken by respective staff in the hospital.
·
Secure and safe-keep the executives’
office, information, documents, equipment by limiting access to any
unauthorized persons, controlling movement and access to any unauthorized
persons and any unauthorized access to classified information, movement of
documents or equipment from their offices in the hospital.
·
Manage administration of formal
events such as logistics of high-level delegations to the hospital, logistics
for international conference hosted in or organized by the hospital.
·
Prepare invoices, reports, memos,
letters, financial statements, and other documents, using word processing,
spreadsheet, database, or presentation software for the executives in the
hospital.
·
Prepare agendas and make
arrangements, such as coordinating catering for luncheons, for management
committee, board, board committees, and other high-level meetings in the
hospital.
·
Coordinate and direct office
services, such as records, departmental finances, budget preparation, personnel
issues, and housekeeping, to aid executives within and without the hospital.
·
Oversee, formulate, review and
implement administrative policies, procedures and practices for executives’
offices in the hospital.
·
Guide the operations and activities
of other administrative staff in the hospital within the policies, procedures
and processes of the administrative services of the hospital.
·
Supervise other clerical and
administrative staff together with their work, and train them where necessary
in order to improve their skills and performance in the hospital.
Qualifications
·
Diploma in Secretarial Studies,
Office Management or other relevant field from a recognized institution.
·
Bachelors’ degree in Business
Administration, Management Studies or Social Sciences from a recognized
institution Professional qualifications required to effectively
·
At least five years working
experience as an Executive Secretary in a reputable organization.
·
Computer Literate
·
Knowledge of shorthand ability to
type 50 words per minute
·
Knowledge of office management
·
Knowledge of executive dairy keeping
·
Knowledge of professional standards
Soft skills required for the job:
·
Communication skills
·
Organizational skills
·
Team building skills
·
Observation skills
·
Analytical skills
·
Courteous
·
Ability to work under pressure
·
Ability to observe confidentiality
How to Apply
If your background and competencies
match the specifications of any of these posts, please send your
1. Application Letter,
2. Curriculum Vitae and
3. Filled Application Form
Download the Job Job
Application Form.
ONLY via email to recruitment@kutrrh.go.ke
Or hard copies can be addressed to:
The Chief Executive Officer
Kenyatta University Teaching,
Referral & Research Hospital
P.O Box 7674 – 00100 GPO
Nairobi Kenya
The deadline for the receipt of all
applications is Monday 5th August 2019
