Latest Recruitment 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.

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OVERALL RESPONSIBILITY

• Reporting to the Chief Executive Officer, the successful candidate will provide administrative support to the CEO’s office to ensure efficient and effective service delivery in the CEO’s office.

KEY RESPONSIBILITIES

• Manage and maintain the Chief Executive Officer’s diary including booking and rescheduling appointments.
• Draft, type, dispatch and follow up internal and external correspondences for the CEO and the executive’s office in line with requirements.
• Support the CEO in preparation of presentations for her meetings.
•  Receive and attend to internal and external correspondences and telephone calls for the Chief Executive Officer’s office to ensure they are actioned timeously.
• Receive and direct visitors to the Chief Executive Officer’s office to ensure optimal visitor experience.
• Receive external emails on the Hospital’s general email account and forward to the relevant departments in a timely manner.
• Receive and submit documents requiring the Chief Executive Officer’s attention and/or approval and dispatch the same to relevant departments upon approval.
• Facilitate Chief Executive Officer and Senior Leadership Team meetings ensuring video conferencing facilities are set up, requisitioning for food and beverage service as well as sending invitation and booking of rooms.
• Facilitate travel arrangements and logistics including visa processing, flight, and hotel reservations.
• Record, circulate and track action points in the Chief Executive and Senior Leadership meetings.
• Receive and disseminate the Chief Executive Officer’s communication to relevant audiences as directed by the Chief Executive Officer.
• Receive and dispatch the CEO’s post office and hand delivered mail to ensure they get to the intended departments.
• Receive and attend to  from clients that come to the Chief Executive Officer’s office and follow up to ensure timely closure.
• Review documentation requiring the CEO’s approval prior forwarding them to her attention.
• Review documentation
• Overall administration and coordination of the affairs of the Chief Executive Officer’s office including keeping and updating database of the Hospital contacts and strategic contacts for the Chief Executive Officer.
• Ensure the hard and soft copy of the Chief Executive Officer’s filing systems are in order and up to date and confidentiality of the information is maintained.

The requirements

• Bachelor’s degree in business administration, Management or any other related filed from a recognized Institution.
• Proficient in Microsoft application.
• Minimum of 5 years’ relevant experience.
• Ability to engage at all levels within and outside of the organization.
• Ability to work with a diverse multicultural team.
• Strong interpersonal and public relation skills.
• Good planning, organizing and problem skills.
• Ability to work under pressure and willingness to work for extended hours.
• Team working skills, accountability, and integrity.