ADMIN ASSISTANT, ORTHOPAEDIC WARD

KPJ Selangor Specialist Hospital; Kuching; On-site; MYR 28,000 - 45,000; Full time

Job summary

KPJ Selangor Specialist Hospital is seeking a diligent Admin Clerk to handle general administrative duties for the ward. You will manage calls, filing, and communications, while coordinating with departments to support hospital operations.

The role requires good interpersonal skills, fluency in English and Bahasa Malaysia, and a willingness to work scheduled hours including emergencies. Previous hospital office experience is an advantage, with on-the-job training provided.

Qualifications

• Experience in hospital administration or office support is advantageous.
• On-the-job training will be provided.
• Strong written and verbal English and Bahasa Malaysia is required.

Responsibilities

• Handle inquiries and relay messages to and from customers by phone.
• Maintain filing system and ensure documents are orderly.
• Coordinate with PR & Marketing, Finance on internal nursing events.
• Assist the Chief Nursing Officer in preparing reports for committees and monthly summaries.
• Ensure smooth internal and external correspondence and maintain office equipment.

Skills

Interpersonal skills

Communication skills

Leadership

Time management

Teamwork

Emergency readiness

Computer literacy

Education

SPM qualification

Tools

Computer Technologies

Job description

GENERAL DESCRIPTION

• The clerk is responsible for the overall admin duties at theward.

JOB DESCRIPTION

Organization and Management

• Understandsnursingcare in line with Vision and Mission Statements, Philosophy, Goals and Objectives that suit the scope of hospital.
• Understands the service organization structure.
• Attends meetings held by the services in order to discuss issues and matters pertaining to the operation of the service.
• Reports directly to the Chief Nursing Officer with regard to activities, problems or difficulties encountered.
• Attendingenquiries and calls via telephone, direct these calls or relays messages to and from customers.
• Responsible to ensure the filing system are to order.
• Responsiblefor checkingandcoordinatingwithPR & Marketing, FinanceServices onthe internalnursingevents.
• Responsiblefor distributingthe internal memo toTop Management,Consultants, Deputy Chief Nursing Officer and Unit Managers.
• Responsiblefor assistingthe Chief Nursing Officer to prepare the Management Committee Report, Board of Director Report, KPJ Nursing Report and Hospital Monthly Report.
• To ensure smooth management of internal and external correspondence.
• Responsiblefor ensuringoffice equipment in proper order.
• To ensure meetings are organized effectively.
• Provide personalized clerical duties for smooth management of the office.
• Maintains the cleanliness of the office.
• Dispatching: Memo, form and etc. to relevant services.
• Implement any other duties as delegated by the Chief Nursing Officer.

Human Resource and Management

• Takes personal responsibility for own professional development and keep up to date with
• professional change and growth by maintaining mandatory learning hours.
• Maintain the record of personal leave and training attended.

Policies and Procedures

• Adheres to the hospital policies and procedure and nursing code of conduct.
• Maintain confidentiality of patient’s personal and medical history.
• Ensureto adherewith Prevention and Control of infection.

Facilities and Equipment

• Assists the qualified staff in the following:
• Maintains proper storage of biomedical equipment assigned in the unit.
• Check all equipment to ensure that they are in good condition and ready to be used at alltime.
• Report if there is any fault.
• Maintains adequate supply of ward stock.
• Keeps accurate records of equipment, medical supplies and drug in the Unit/ wards.

Safety and Quality Improvement Activities

• Complies and promotes Baby Friendly Hospital Initiative Breastfeeding Policy, and protect,
• promote and support Baby Friendly Hospital activities.
• Participates actively in any other new service that is introduced by the services.
• Participates in 5S activities and comply with the specified requirements
• Practices Standard People Practice (SPP) at all times.
• Ensure compliance of Patient safety goals as safety improvement measures recommended by
• World Alliance for Patient Safety.
• Policies on patient and family rights are addressed at all times
• Participates actively and encourages compliance to all policies and Procedures of ISO9001: 2008,
• ISO 14001, OHSAS 18001, ISO 14001:2004, Malaysian Hospital Accreditation Standards,Joint Commission International Accreditation Standards, PSG and NNA.
• Complies with any instruction or measure on occupational safety and health
• Carries out duties as an employee as stipulated in Occupational Safety and Health Act and
• Regulations 1994:-
• To take reasonable care at work for the safety of yourself and other persons;
• To co-operate with your employer or any other person in the discharge of any duty;
• To wear or use any protective equipment or clothing provided by the employer
• To comply with any instruction or measure on occupational safety and health.

JOB REQUIREMENTS

Education:

Minimum: Posses academic qualification of SPM qualification.

Preferred:

• Have interpersonal and communication skills.
• Caring, honest and responsible worker.
• Willingness to work on scheduled hoursand anytime when called during emergency.

Knowledge and Experiences:

• On the job training/ in-services training will be provided.
• Experience working in hospital setting is anadvantage.

Skills & Competencies

• Certificate in Computer Technologies/system.
• Able to converse fluently and write in English Language and Bahasa Malaysia.

Personal attributes

• Good leadership, good interpersonaland communication skillsand good time management.
• Prepared to work as a team member in the best possible manner.