Administrative Assistant- Kisumu at Aga Khan Hospital Kisumu

OVERALL RESPONSIBILITIES

• The Administrative Assistant will provide administrative support to the Medical and Nursing Directors. The role includes coordinating clinical governance activities, managing documentation related to staff and supporting initiatives that promote quality improvement and patient safety.

KEY RESPONSIBILITIES

• Provide daily administrative support to the Medical and Nursing Directors.
• Manage calendars, schedule meetings, and coordinate appointments and engagements.
• Draft, prepare, and edit correspondence, reports, presentations, and other official documents.
• Take accurate minutes during meetings and ensure follow-up on action items.
• Maintain well-organized filing systems and ensure confidentiality of departmental records.
• Act as the liaison between the Directors and internal departments or external stakeholders.
• Support the planning and coordination of departmental events, training sessions, and initiatives.
• Monitor project timelines, deadlines, and ensure timely delivery of departmental outputs.
• Assist in the implementation of quality improvement and patient safety activities.
• Coordinate and monitor compliance and performance tracking of practitioners using outcome measures related to patient care and employee performance.
• Generate and report on FOPPE, OPPE, and ONE data.
• Maintain up-to-date records of medical professionals employed or affiliated with the hospital.
• Coordinate the privileging process for all doctors and ensure proper documentation.
• Organize and document Medical Executive Committee (MEC) meetings, including taking minutes and following up on action points.
• Maintain accurate records related to MEC meetings and committee decisions.
• Monitor and manage costs associated with clinical governance activities.
• Ensure proper custody, use, and maintenance of departmental equipment, supplies, and assets.

The requirements

• Bachelor’s degree in Business Administration, Management, or a related field from a recognized institution.
• Minimum of three (3) years’ experience in a similar or related administrative role, preferably within a healthcare environment.
• Excellent written and verbal communication skills.
• Strong organizational and time-management capabilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of discretion and professionalism in handling sensitive and confidential information.
• Ability to work independently as well as collaboratively within a multidisciplinary team.
• Proven ability to meet deadlines and manage multiple priorities with minimal supervision.