Ref: MP200-294

Job description / Role

Employment: Full Time

• Provide high quality secretarial and administrative support to the Management team
• Attend promptly to all incoming calls, ensuring that they are screened and directed appropriately and efficiently.
• Act as a key point of contact between the management and other key parties, setting up meetings as appropriate and ensuring clear communication with all parties.
• Manage and organize the General Manager and the Medical Director’s daily calendar.
• Transportation arrangements with internal transport department are managed for Management team
• Precisely document minutes of meeting with minimal errors, distribute them to relevant parties and file them for records
• Record telephonic messages, queries and complaints accurately and relay these to relevant people in a timely manner
• Ensure that daily tasks are planned, prioritized and organized in line with required outcomes
• Ensure that the staff directory and essential information (birthdays, Mobile numbers) is updated monthly and is distributed to all relevant departments
• Ensure all meeting rooms are organized and kept clean before and after the meetings. Coordinate catering order and deliver for meetings – when required
• Follow-up in a professional manner on pending documents that are yet to be received
• Internal/External mails are received, tracked and distributed to relevant party in a timely manner
• Greet and welcome guests, arriving at the Management Office and guide them to their correct destination in a professional manner
• Manage and monitor office supply requests for management team. Order stationary items, manage the stock levels of stationary, and ensure stationary consumption is monitored
• Ensure that the cartridge levels of photocopying machines are monitored and managed and that appropriate paper stock is available at all times
• Electronic and Paper Filing system is in place for all relevant documentation
• Manage DHA CME Course Accreditation for all in-house courses
• Upon receiving approval from DHA, schedule CME course calendar, send invitations to staff and distribute certificates after course completion.
• Maintain CME course tracker
• Update and maintain Complaint register. Follow up on the action plan and outcomes of complaints with relevant parties
• Update and maintain incident report. Follow up on the action plan and outcomes of complaints with relevant parties
• Update and maintain data received from Mediclinic Middle East’s patient satisfaction survey tool. Follow up on the action plan and outcomes of complaints with relevant parties
• Distribute relevant data to all relevant parties
• Participation in Quality Improvement projects is demonstrated
• Patient information confidentiality is maintained
• Mediclinic Middle East’s values are demonstrated in behavior
• Competence is demonstrated in all performance output areas

Requirements

• Computer literacy at intermediate level and a good understanding of MS Office
• Previous experience in a service environment will be an advantage
• Ability to communicate with internal and external stakeholders at all levels
• Well-groomed and presentable
• A flexible, pro-active approach to work including the ability to prioritize to achieve successful outcomes
• Self-motivated individual with the ability to work autonomously
• Strong professional integrity with a focus on confidentiality
• Ability to function effectively under pressure
• Strong attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy
• Excellent planning and time management skills with the ability to multitask and work to set deadlines

About the Company

Mediclinic Middle East is part of Mediclinic International, one of the top 10 listed private hospital groups in the world with 52 healthcare facilities in Southern Africa, 14 in Switzerland under the name Hirslanden AG and 10 in the UAE. Their headquarters are in Stellenbosch, South Africa.

Previously EHL Management Services, the company became Mediclinic Middle East when its majority shareholder, Mediclinic International, acquired all remaining shares from its partners Varkey Group and General Electric in October 2012.

Mediclinic Middle East owns and operates some of the most respected healthcare facilities in the region. These include Mediclinic Welcare Hospital, Mediclinic City Hospital, Mediclinic Dubai Mall, Mediclinic Ibn Battuta, Mediclinic Meadows, Mediclinic Arabian Ranches, Mediclinic Mirdif, Mediclinic Al Qusais, Mediclinic Al Sufouh and Mediclinic Beach Road.

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Executive Secretary salaries in UAE

Average monthly compensation
AED 7,000

Breakdown available for industries, cities and years of experience