Supervises the activities of the Secretarial/Typing Pool Section.
1. Supervises the activities of the Secretarial Pool. Schedules work
assignments. Assigns secretarial staff in accordance with the needs and
priorities of the Secretarial Pool and of the requesting departments.
Maintains schedule of secretarial assignments and changes, and informs
appropriate parties.
2. Assures that a Performance Evaluation is received at the conclusion of
each assignment for each secretary, from the department head who requested
secretarial assistance. Counsels staff as appropriate, prepares annual
performance evaluation for each secretary in coordination with Office Services
' Department Head.
3. Coordinates with department heads who utilize Secretarial Pool staff to
determine their requirements and to resolve any problems. Conducts secretarial
studies/surveys, as required.
4. Supervises the activities of the Typing Pool. Assigns incoming English and
Arabic typing requests/projects to appropriate staff. Ensures quality and
accuracy of outgoing typing requests.
5. Updates the Office Handbook periodically, and arranges Hospital-wide
distribution to ensure that employees are aware of all current changes in
Hospital policies and procedures and/or Hospital forms.
6. Maintains monthly/yearly records of Section activities and established
required files. Assists with preparation of the Department Budget in regards
to staffing and procurement and maintenance of the Section's equipment.
7. Interviews job applicants and participates in the selection of candidates
for the Section.
8. Develops and conducts training programs on such subjects as quality
improvement to improve the Performance level of the staff. Coordinates and
arranges training sessions with other departments of the Hospital (i.e. ITA
for software programs) to increase and add to the professional skills of the
staff. Orients new Section staff.
9. Assists in the recruitment of On-Call Temporary Secretarial Pool
candidates.
10. Follows all Hospital related policies and procedures.
11. Participates in self and others' education, training and development, as
applicable.
Master 's or Bachelor's degree in Business Admiration or related discipline
and formal Secretarial/Office training required.
Five (5) years of secretarial experience with Master 's Degree or Seven (7)
years of secretarial experience with Bachelor's Degree including three (3)
years in a supervisory capacity.