Executive Medical Secretary III

Job Purpose
Provides medical administrative support to a specific Medical Department and
ensure all processes and procedures are in accordance to hospital/departmental
policies and procedures.
Key Roles and Responsibilities
* Possesses critical thinking skills, initiative and an effective decision-making.
* Prepares letters, memos, correspondences and reports in either Arabic or English language from shorthand, audio or longhand.
* Opens, screens and routes incoming mails. Prepares signature lists and circulates incoming and outgoing mail.
* Files and distributes reports and other correspondences.
* Receives and handles inquiries from wards and clinics.
* Proofreads documents generated within the department before distribution.
* Develops and maintains electronic departmental filing system, recording information, updating paperwork, such as fax attendance records, correspondences or other material.
* Maintains an accurate suspense file system and liaises with individuals to determine action.
* Manages the appointment book of assigned manager to include booking appointments, arranging meetings and venues and arranging catering requests.
* Arrange meetings by inviting members, preparing presentations, agenda and take meeting minutes.
* Complete meeting minutes accurately and in a timely manner.
* Ensure the filing of meeting documentation for future reference.
* Prepares Medical Rota as required.
* Maintains confidentiality of all sensitive information at all times.
* Performs a variety of clerical tasks including photocopying, collating and distribution of copies.
* Maintains a minimum amount of stationery and supplies for the department by tracking usage of supplies and ordering additional items and repairs to office equipment.
* Updates statistics as required, on a weekly and monthly basis.
* Handles and resolve physician's query in any related administrative work.
* Handles patient complaints and issues respectfully and ensure proper direction.
* Assist Medical team in preparing symposiums, workshops, meetings and any related assemblies.
* Respects patients and their families to promote a patient-centered care culture.
* Participates and support quality improving and patient safety activates as an individual or as part with multidisciplinary teams.
* Assumes supervisory role on other secretaries within the department
* Perform other duties as assigned or needed.
Qualification and Experience:
Minimum or Required: ‎2 year Diploma in Medical Secretary, Health/hospital
Administration or any related field. with ‎6 years of Experience.
OR ‎3 year Diploma in Medical Secretary, Health/hospital Administration or any
related field. with ‎4 years of Experience.
OR Bachelor's Degree in Medical Secretary, Health/hospital Administration or
any related field. No Experience Required.
SCHS Registration/License.
IELTS RESULTS IS REQUIRED.