Executive Assistant, Nursing Administration
The Executive Assistant will be responsible to provide administrative support to all nursing departments and facilitate liaison functions
between departments, hospitals, the Ministry of Health and external organizations.
MAJOR DUTIES AND RESPONSIBILITIES
(A) SPECIFIC
1. Schedule appointments, interviews, meetings and booking rooms for all meetings for nursing administrators and other relevant nursing staff as needed.
2. Schedule and send reminders for Inpatient Registered Nurse/Enrolled Nurses meeting, Nursing Quality meetings such as Nursing Quality Improvement, Key Performance Indicators, Unit Based Patient Safety Collaboration and NC/Clinical Care Champions
meetings.
3. Create Virtual meetings IDs and facilitate the meetings accordingly for Nursing Administrators and Supervisors, when necessary.
4. Attend to all administrative matters in the department that include:
a) Answering calls, and communicate with relevant ones in relation to communication with Nursing Administration such as Human Resource staff, ward supervisors and staff and others,
b) Co-ordinate and help in distribution and circulation of correspondence, circulars, seminars, confirmation appraisal reports, etc
c) Generate monthly nurses' rosters for all wards/ departments. and uploading to Intranet. This includes roster amendments.
5. Establish and maintain department filing system for efficient work performance. This includes recording, scanning and despatching of all incoming and outgoing mails, staff request letters for approval from nursing administrators.
6. Maintain office equipment, photocopier, fax machine, laptops, speakers
7. Collate Balanced Scorecard from all wards / departments and print in colour for display in the ward.
8. Collate and update Mass Casualty List and Staff Activation List quarterly.
9. Co-ordinate training application forms for user department to attend internal/ external courses
10. Collate and register nursing nominees for Courses, Seminars and Congress.
11 Follow update on initiatives and programme e. g. Photo Album on Nurses' images, Doctors' names and Discipline for the Patient Information Panel and casenote labels and casenote spines
12. Ordering of PCN Cards for existing nurses and arrangement for payments.
13. Distribution of items to wards/departments like PCN cards, pamphlets and gifts.
(B) DEPARTMENT I GENERAL LEVEL
1. Carry out other assignments or ad hoc projects as and when assigned by nursing
administrators or supervisors
2. Exercise economy and care in the use of equipment and supplies,
3. Support the hospital by participating actively in the various activities organized by the
hospital.
4. Work in co-operation with other departments in the discharge of their duties.
5. Provide coverage for department secretary when necessary.
6. Embrace continuous improvement as our way of life by improving and refining
work performance on a daily basis.
EDUCATION. TRAINING AND EXPERIENCE
- min Diploma holder
- At least 2 - 3 years of relevant experience
- Knowledge of Ms Office
- Ability to work efficiently and independently