Office Coordinator / Secretary

National Medical Care; Riyadh; On-site; SAR 12,000 - 15,000; Full time

Job summary

A healthcare institution in Riyadh seeks an Office Coordinator to manage secretarial services for the medical department. The role involves facilitating communication, organizing meetings, and maintaining confidential records. Candidates must possess a Diploma in secretarial studies and have at least 2 years of experience as a Secretary. This position is ideal for individuals with strong organizational skills and the ability to handle various administrative tasks efficiently.

Qualifications

• Minimum 2 years of experience as a Secretary required.
• Proficient in managing administrative tasks with confidentiality.
• Ability to prepare statistical reports and transcribe minutes.

Responsibilities

• Provide secretarial support and manage departmental meetings.
• Handle phone inquiries and correspondence effectively.
• Maintain comprehensive filing and record systems.

Skills

Time management

Communication skills

Organizational skills

Education

Diploma in secretarial studies

Bachelor's Degree/Diploma in Medical Secretarial Course

Job description

The Office Coordinator will provide a comprehensive and quality secretarial service to the designated department. She will be expected to manage and prioritize their workload liaising closely with the other medical secretaries in the department.

The Office Coordinator completes special work projects, and performs administrative/secretarial work with discretion of confidentiality, materials and information.

Major Duties and Responsibilities

• Ensures through his actions, either directly or indirectly, that a superior quality of medical treatment, compassion and understanding is given to every patients served at the Care National Hospital.
• To provide secretarial support including word processing/typing, minute taking and the organization of departmental meetings.
• Arrange and organize departmental meetings as requested by the designated/assigned Department head.
• To answer the telephones, take messages and deal with enquiries from patients, doctors and company representatives as appropriate.
• Coordinates and supervises the daily administrative operations of the Office of the Chief of Medical Staff.
• Receives, logs, and distributes all incoming and outgoing correspondences.
• Creates and maintains an efficient and comprehensive filing/records system to facilitate quick and easy access to all documents and information required; ensuring at all times that such documents and information are treated with strict confidentiality.
• Accomplishes basic studies and special projects as assigned by the Head of Department.
• Assist the Head of department for day to day work schedule.
• Composes correspondences as instructed and prepares various statistical reports as required by the Head of department.
• Undertakes administrative work related to Committees chaired or attended by the assigned Head (s) of Department including arranging meetings venues/times; taking and transcribing minutes of meetings, and ensuring that all open issues discussed are followed up to its completion.
• Monitors the monthly statistical reports being submitted by assigned head(s) of departments including the performance assessments and leaves of all staff under the assigned department(s).
• Responsible in maintaining all fixed assets of the office of assigned department(s) including all office supplies, through regular inventory and monitor issuance.
• Operates office machines such as fax, copy machine and computer.
• Performs other applicable tasks and duties assigned within the realm of the employee's knowledge, skills and abilities.

Qualifications

Education:

• Required: Diploma in secretarial studies
• Bachelor's Degree/Diploma in Medical Secretarial Course.

Experience:

• Required: 2 years experience as Secretary