Administrative Assistant - Arabian Select LTAC and Rehabilitation Hospital

Administrative Assistant - Arabian Select LTAC and Rehabilitation Hospital

The Administration Assistant will provide high-quality administrative and clerical assistance to allocated Departmental Managers of the organisation. The main duties shall include scheduling meetings, making travel arrangements, and organising daily calendars. Ultimately, the Administration Assistant should be able to identify and address the needs of the allocated Departmental Managers and perform administrative tasks to ensure the organisation's workflow runs smoothly.

Key responsibilities of the role:

Managerial/Administration

• Work with the Executive Administration Assistant to develop the Administrative team service standards and ensure they are consistently met. Acting as a role model, they will deliver high operational performance standards by developing and supporting the Administration Assistant team.
• Collaborate with all levels of interdisciplinary teams, executive officers, and other stakeholders in the development, implementation, and evaluation of programs and services.
• Market, promote, and profile hospital services to patients, referrers, and the general public.
• Undertake business development activities.

Technical

• Project a professional departmental image through in-person and phone interaction.
• Perform secretarial duties such as drafting correspondence, typing of policies and procedures, prioritising requests, and scheduling appointments and meetings in response to requirements.
• Manage the calendar/appointments of the allocated Departmental Managers and ensure that meetings do not conflict with other meetings.
• Coordinate/liaise with colleagues in a professional manner to ensure priority meetings are scheduled with the allocated Departmental Managers in a timely fashion.
• Respond to inquiries and requests as appropriate by drafting responses for allocated Departmental Manager's signature.
• Prepare and type a variety of documents such as correspondences, agendas, minutes, reports, and policies/procedures.
• Answer all queries related to departmental activities.
• Meet and greet clients and visitors.
• Manage the flow of communications and correspondence through the organisation.
• Process and maintain leave schedules of departmental administrative staff and notify relevant departments of absences.
• Perform other duties as required.

Qualifications, Certifications and Experience:

• 1-2 years of experience, preferred in hospitals.