Key Responsibilities:
Support activities of the COO’s office by providing administrative support services and technical assistance to ensure timely service delivery.
Manage COO’s internal meetings calendar
Support all Operations local and international travel arrangements, including TAR filing, flight booking and other travel administration
Maintain Departmental Heads’ leave plans
Support Clinical Services Department with medical electives and medical licences as called for
Manage Professional Indemnity Insurance for doctors, clinical officers and nurses – ensuring insurance is up-to-date and that incoming staff are added to the cover
Support Operations Departments’ visitors – ensuring sitting space, proper documentation, appropriate access to internal services and itineraries
Assist in compiling of operations reports, annual budgets and plans for submission under the supervision of the Operations Manager and Compliance Officer
Proofread and draft routine correspondence
Support filing and retrieval of files and documents in order to ensure that they are secure and accessible.
Maintain an inventory of office equipment in COO’s office and raising requisitions for additional supplies
Any other duties that may be assigned from time to time
Qualifications:
A Diploma in Secretarial Studies, Business Administration. Office Management or equivalent
At least 3 years’ experience in providing support to top executives and senior management teams
Considerable knowledge of office procedures and secretarial practices including organization, planning, records management and general administrative skills
Computer literacy with proficiency in Microsoft applications
Competencies:
Strong planning, organisational and administrative skills
Strong problem-solving skills with keen attention to detail
Strong report writing, proofreading and editing skills
High level of confidentiality and discretion
Tact, poise and excellent communication and interpersonal skills
Ability to establish and maintain good working relationships
Effective time management skills with the ability to prioritise workloads and work within tight deadlines
Team worker, able to work in a multi-cultural environment.
