Office Manager, Medical and Social Hub

Global Roles; Paris; On-site; EUR 42,000 - 65,000; Full time

Job summary

The Office Manager at the OECD La Muette premises in Paris supports the Medical and Social Hub by handling administrative and budget tasks, coordinating with nursing and psycho-social teams, and ensuring smooth operation of medical services.

Requirements include a higher education qualification in management or healthcare, five years in health services, fluency in English and French, and proficiency with Microsoft Office and Préventiel. Experience in an international organisation is a plus.

Qualifications

• Higher education qualification in management or healthcare.
• Five years’ professional experience in health services, with corporate/international organisation exposure.
• Knowledge of medical procedures and practical arrangements in France.
• Nursing qualification recognised in France may assist with medical emergencies.
• Proficiency in Microsoft Office and medical software (Préventiel).
• Fluency in English and French; knowledge of the other OECD official language is an asset.
• Knowledge of other languages is an asset.

Responsibilities

• Provide reception services for the medical service.
• Manage post, e-mails and the generic email account, ensuring follow-up.
• Organise the service’s telephone system.
• Manage and monitor the service’s schedule, including appointments and examinations.
• Manage doctors’ schedules and organise medical service meetings.
• Plan and coordinate the work rosters of health and psycho-social centre members.
• Ensure proper management of resources: equipment, medicines, software and confidential databases.
• Coordinate medical records filing and confidentiality from creation to archiving.
• Promote digitisation and simplification of procedures and tools.
• Obtain approval for projects/upgrades from authorities within the Organisation.
• Oversee sensitive cases and officials on
• Ensure monitoring of officials on
• Manage monitoring of sensitive cases, including staff requiring special medical supervision and check-up frequency.
• Organise Medical and Invalidity Commissions with Medical Officers.
• Coordinate Board meetings with the Social Advisor.
• Draft communication documents and activity/annual reports for committees.
• Coordinate external service providers and ensure effective communication across departments.
• Coordinate activities of wellness practitioners on OECD premises.

Skills

Healthcare Management

Medical Services Coordination

Budget Management

Administrative Management

Nursing Qualification

Health Service Experience

International Organization Experience

Bilingual English/French

Education

Higher education qualification in management or healthcare

Tools

Microsoft Office Suite

Préventiel

Job description

The Office Manager supports the Medical and Social Hub by managing administrative and budgetary tasks, coordinating activities with the nursing team and Psycho-Social Centre, and ensuring smooth operation of medical services at the OECD's La Muette premises in Paris.

Responsibilities

• Provide reception services for the medical service.
• Manage post, e-mails and the generic email account, ensuring that the various members of the medical service follow up on matters appropriately.
• Organise the service’s telephone system.
• Manage and monitor the service’s schedule, including the booking of appointments and medical examinations.
• Manage doctors’ schedules and organise the various meetings of the medical service.
• Planning and coordinating the work roster/schedules of the members of the health and psycho-social centres.
• Ensure the proper management of the various resources: equipment, medicines, software and confidential databases.
• Coordinate the monitoring, filing and confidentiality of medical records, from creation through to archiving.
• Promote the digitisation and simplification of medical services procedures, medical documents and monitoring tools.
• Obtain approval for projects and upgrades from the relevant authorities within the Organisation.
• Oversee sensitive cases and officials on "non-active" status.
• Ensure the proper monitoring of officials on "non-active" status, in coordination with team members and other relevant stakeholders.
• Manage the monitoring of sensitive cases, in particular the list of staff requiring special medical supervision and the frequency of their check-ups.
• Organise Medical Commissions and Invalidity Commissions with the Medical Officers.
• Coordinate meetings of the Board for Disabled Children and the Board for Special Education Allowance with the Social Advisor.
• Draft communication documents.
• Draft and format the Activity Report of the Medical Service, and the Annual Report of the Medical Service for the Health, Safety and Working Conditions Sub-Committee (HSWCSC).
• Manage administrative coordination with external service providers.
• Ensure effective communication with the members of the Medical and Social Hub, other EXD services and all Directorates.
• Coordinate the activities of external service providers on the Organisation’s premises.
• Manage the various activities of wellness practitioners on the OECD’s premises.

Requirements

• A higher education qualification in management or the healthcare sector.
• Five years’ professional experience, ideally in a health service, supplemented by experience in a corporate or international organisation.
• Good knowledge of medical procedures and practical arrangements in the medical field in France.
• Experience or knowledge of the functioning of the medical services of the Co-ordinated organisations would be an asset.
• If the successful candidate holds a nursing qualification recognised in France, they may occasionally assist with the management of medical emergencies.
• Proficiency in using Microsoft Office and medical software (ideally Préventiel®).
• Fluency in one of the two OECD official languages (English and French) and knowledge of the other.
• Knowledge of other languages would be an asset.

Skills

• Healthcare Management
• Medical Procedures Knowledge
• Medical Services Coordination
• Medical Emergencies
• Budget Management
• Administrative Management
• Microsoft Office Suite
• Medical Software
• Préventiel
• Nursing Qualification
• Health Service Experience
• International Organization Experience

Languages

English, French