Job Description

As Administration Assistant, you will be responsible for providing administration support for the smooth functioning on a daily basis, for the team. Handling of confidential and sensitive issues involving continual inter-departmental relations. Represents the team through correspondence, telephone and personal contact. Liaise with other departments and external suppliers for arranging the logistics of resources.

Accountabilities

• Perform advanced, diversified, and confidential administrative and secretarial support. Handle a wide variety of situations and tasks involving the clerical and administrative functions of the office.
• In consultation with the team, generates business documentation, including presentation creation and spreadsheet preparation and distribution.
• Prepare charts and compile reports as needed and ensure that all files are complete and properly maintained.
• Perform administrative tasks based on set procedures, establish and maintain filing systems, categories and maintain manuals, invoices, manage and co-ordinate travel needs and other source data.
• Research information and initiate assigned tasks accordingly.
• Coordinate internal and external communications.
• Respond to complaints and requests for information and assistance, interpret and explain procedures and policies pertaining to internal inquiries of staff.
• Maintain an inventory of all medical equipment, consumables and other disposables and raise Purchase Orders as and when required.
• Keep track of the warranties of all the medical equipment and follow up with the suppliers for scheduling preventive and as needed maintenance.
• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.

Qualifications

About you

You will possess:

• High School Qualification with Minimum 2 years of job-related experience
• Bachelor’s Degree or Equivalent with Minimum 1 years of job-related experience
• Experience doing medical administrative and secretarial work
• Database administration experience
• Associate degree or equivalent
• Secretarial training and basic accounting skills
• Experience working in a multicultural and fast-paced environment
• Good knowledge of Enterprise Resource Planning software as raising Purchase Orders
• Excellent written and verbal communication skills.
• Excellent computer skills, including Microsoft Word, Excel and PowerPoint.
• Client focused and business aware.
• Self-motivated and highly organized.
• Strong interpersonal and team working skills.
• High level of sensitivity and professionalism.
• Self-starter, having the ability to work independently with minimal instructions.
• Proven ability to work under pressure to defined timescales.
• Proven problem-solving abilities.

Skills Required

• Microsoft Office
• Microsoft Excel