Administrative Secretary, Department of Surgery at Aga Khan University Hospital

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.