Secretary, Radiology at Aga Khan University Hospital

Introduction

• Aga Khan University Hospital, Nairobi is a private not-for-profit teaching hospital that provides tertiary and secondary level healthcare services. It is the first hospital in East Africa to be accredited by the Joint Commission International from the USA. The University Hospital has been providing high quality care for the people of East Africa and beyond for over 60 years.
• Reporting to the Manager Radiology, the incumbent will provide administrative support services and also support the department quality activities.

Key Responsibilities:

• Handle administrative details of the department
• Provide secretarial cover as the Personal Assistant (PA) to the Chair when the PA proceeds on leave or is away for any other reason
• Receive and redirect incoming calls, mail and correspondences
• Prepare Departmental meetings’ agenda in advance, arrange meeting facilities, prepare and distribute minutes of the meetings and make follow-ups on action items
• Update the monthly departmental QVR before every 5th day of month
• Coordinate revision of Departmental Policies, protocols and Procedures
• Coordinate and Organize Departmental Quality Improvement Patient Safety meetings (DQIPs)
• Collect, monitor and analyze data for departmental key performance indicators on a monthly basis
• Coordinate with the Radiation Safety Officer with matters regarding the department
• Liaise with Institutional Quality office for JCIA and ISO internal Audits and spot checks
• Champion customer care at the reception area
• Verify all patients’ data in the computer system are billed correctly and escalate all unbilled scans accordingly 
• Update Staff Files and maintain the department’s Annual Sick Leave and annual leave data
• Organize Departmental Orientation for all new radiology staff

 
 
Requirements:

• Diploma in Medical Secretarial Studies/General Secretarial/Office Management, Bachelor’s degree in a related field will be an added advantage
• At least 2 years work experience
• Proficient in computers
• Superior written and verbal communication skills
• Demonstrate ability to relate well with faculty and hospital staff at all levels
• Organizational and time management skills
• Demonstrate initiative; ability to set goals and priorities and work effectively with minimum supervision
• Able to work flexible/long hours as and when required