Secretary

Job Purpose / Objective :

Responsible for providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner to the Executive Director-Pharmacy Services.

Key Responsibilities / Accountabilities  :

• Perform secretarial duties for administrative and management staff.
• Receive and assist visitors and telephone callers, referring them to appropriate individuals.
• Maintain calendar and arranges meetings. Answer inquiries and makes travel arrangements for the Executive Director.
• Assist the Executive Director with special projects as assigned to him.
• Coordinate with Departmental Secretaries regarding inter – hospital notifications.
• Check and arrange General Director’s office from time to time.
• Gather the monthly schedule of In-Patient and Out-Patient Pharmacies to be posted in bulletin board.
• Request new position, promotion and replacement of staff needed in Pharmacy Admin, In-Patient and Out-Patient pharmacy thru HRIS online.
• CATS Timekeeper of the department such as checking of employee’s attendance, applying of leaves/ holidays, submitting Monthly Time Sheet.
• Apply and approve of leaves, vacations, exit-clearance in online application.
• Prepare for the request of screen access, email and internet, “0” access and system enhancement needed by the staff.
• Request office supplies thru online application/ Jarir online request and follow up on approval of HOD and to purchaser.
• Responsible in making purchase request, material request, checking of office supplies from time to time, transfer of goods and sending empty toner to property control department.
• Receive CV’s, prepare PQD, call the applicants for appointment interview, send it to designated pharmacies and send it back to HR.
• Responsible for incoming and outgoing of documents, keeping the files in safe and for future reference.
• Receive, send fax and filing of P. O’s to company and pharmacy store.
• Responsible for sending office job order.
• Participate in, and lead person-centred care initiatives undertaken by HMG.
• Enrich patient experience with compassion, respect and dignity.
• Perform other applicable task and duties assigned within the realm of his knowledge, skill and abilities. 

Education/ Professional Qualification:

• Educational: Diploma Holder or Bachelor’s Degree
•  Professional : Business Administration, Secretarial Management

Experience:

• Two or more years of experience in in the same field; Hospital experience preferred.

Professional Licensing / Certification / Training:

• Certification: Relevant Certification
•   Licensing : N/A