Administrative Assistant at The Nairobi Hospital

REF: TNH/HRD/ADMIN/ASST/08/2024

The overall purpose of this job is to provide administrative support to assigned division/department to ensure efficient and effective service delivery in the division/department

ROLES AND RESPONSIBILITIES

• Compile weekly, monthly and quarterly reports for the division/department in conformity with the expected standards;
• Draft, type, dispatch and follow up internal and external correspondences for the Head of Department/Division in line with requirements;
• Facilitate departmental/divisional meetings including scheduling meetings, availing meeting documentation and ensuring the meeting room is setup in line with requirements;
• Record the division/department meeting’s minutes and action points and follow up with respective staff for implementation to ensure they are actioned timeously;
• Manage the Head of division/department’s diary including scheduling, rescheduling and the related communication in line with the requirements;
• Receive and attend to internal and external correspondences for the Head of division/department and forward and follow up with the relevant staff to ensure they are actioned timeously;
• File and maintain departmental/divisional documents including file tracking to ensure ease of retrieval;
• Request for transport for staff in the division/department in line with specified requirements;
• Assist the Head of division/department to prepare and monitor capital expenditure budget;
• Any other responsibilities that may be assigned to the job holder by the supervisor from time to time.

EDUCATION AND EXPERIENCE

• Bachelor's degree in any of the following disciplines: - Information Communication Technology, Computer Engineering, Computer Science,
• Business Information Technology, or equivalent qualification from a recognized institution.
• Secretarial training will be an added advantage
• Minimum of 3 years’ experience in office administration in a busy environment

CORE COMPETENCIES

• Proven knowledge of Hospital operations, operations in business units and
• business impact analysis.
• Thorough knowledge of the Hospital Information Systems.
• Interpersonal and cross-cultural skills, including ability to build collaborative
• relationships with sensitivity to diversity/inclusion.
• Creativity and innovation skills.
• Action oriented.