Administrative Assistant at Kenyatta University Teaching, Referral & Research Hospital

Ref: DCASAS/KUTRRH/10

Department: Hospital Administration

Section/Unit Public Relations and Customer Service

Reports to: Executive Secretary

Job Purpose

Reporting to the Executive Secretary, the Administrative Assistant job exists to manage phones, emails, scheduling appointments and planning meetings at KUTRRH

Responsibilities

• Keep records, mails, parcels and file and distribute all inward and outward correspondence to ensure timely delivery of documents and information in the hospital.
• Store, arrange, index and classify records to facilitate easier reference and thus smooth running of office activities in the hospital.
• Retrieve documents and files from their storage facilities, and move them to the appropriate destinations in the hospital.
• Move documents, parcels, other hard office information and physical assets within and without the offices in the hospital.
• Provide administrative support within offices by moving things around and about, being sent to run errands within and without the hospital.
• Implement and manage filing systems and maintain both electronic and paper-based files in the offices to ensure timely retrieval and data integrity in the hospital.
• Control movement of people and goods within and among departmental offices for safety and security of officers in the hospital.
• Prepare rooms and venues for meetings by moving, arranging and cleaning seats and tables, public address and organize and deliver refreshment to their attendants in the hospital.

Qualifications

• Bachelor’s Degree in Business Administration from a recognized Institution.
• Diploma in Business Administration or a related field from a recognized Institution.
• At least five years working experience as an Administrative Assistant in a reputable organization.
• Computer Literate
• Fluent in English and Kiswahili
• Ability to type 50 words per minute
• Record keeping skills
• Office management skills
• Knowledge of office operations

Soft skills required for the job:

• Communication skills
• Organizational skills
• Observation skills
• Analytical skills
• Courteous
• Ability to work under pressure
• Ability to observe confidentiality