Senior Administrative Services Specialist

King Abdullah Bin Abdulaziz University Hospital; Riyadh; On-site; SAR 180,000 - 260,000; Full time

Job summary

King Abdullah Bin Abdulaziz University Hospital is seeking an experienced Administrative/Secretarial Specialist for the CEO office. You will provide a comprehensive range of administrative services, manage confidential communications, draft letters and reports, and coordinate meetings and filing systems to ensure smooth executive operations.

The role requires a Bachelor's degree in Business Administration and at least 6 years in a supervisory admin role within healthcare, with strong English

Qualifications

• Bachelor's degree required in business administration.
• Minimum 6 years of admin/secretarial experience in healthcare.
• Saudi nationality only.
• Strong English writing and dictation/transcription capabilities.

Responsibilities

• Provide comprehensive administrative and secretarial services to the CEO office.
• Maintain confidentiality of sensitive information at all times.
• Draft letters and reports to a high standard of English; take minutes at meetings.
• Coordinate filing systems and office administration processes; manage supplies and equipment.
• Support staff with computer systems, review and format documentation; train new staff as needed.
• Promote patient-centered care and participate in quality improvement activities.

Skills

Office administration

Confidentiality

Communication skills

Meeting coordination

Education

Bachelor's Degree in Business Administration

Tools

Microsoft Access

Microsoft Office

Job description

Job Purpose:

Responsible for providing and coordinating a wide range of administrative and secretarial services in the CEO office. Contribute to the effective and efficient service delivery of the assigned Executive Division. Managing office related tasks such providing clerical processing and data tracking. Monitoring supplies and office equipment.

Key Accountabilities & Responsibilities:

• Provides a comprehensive administrative and secretarial service in the CEO office.
• Maintains confidentiality of all sensitive information at all times.
• Reviews all incoming communications in the assigned department and prioritizes as appropriate.
• Responsible for effective communication, both oral and written, to and from the CEO office.
• Ability to draft letters and reports on behalf of the CEO, to a high standard of English.
• Takes dictation and/or transcription. Types and distributes correspondence and reports.
• Manages and coordinates the filing system to ensure the smooth running of the office. Sets up and maintains office administration systems.
• Coordinates all communication, documentation, venue bookings and refreshments with regard to meetings/committees.
• Attend meetings, taking minutes and follow up action as required.
• Organizes office supplies and repairs to office equipment.
• Trouble-shooting for office equipment malfunctions.
• Assist in providing support and guidance to staff within the CEO office in all computer systems including the review, proof-reading and formatting of computerized documentation.
• Ability to develop and maintain computerized office systems to deal efficiently with paper flow i.e. Microsoft Access Database.
• Ability to train new staff in all aspects of their primary duties and responsibilities; cross-train current staff in any new duties or to further their understanding of a specific existing duty.
• Respects patients and their families to promote a patient-centered care culture.
• Participates and support quality improving and patient safety activates as an individual or as part with multidisciplinary teams.
• Perform other duties as assigned or needed.

Job Requirements:

• Bachelor's Degree in Business Administration.
• 6 years of experience. (held supervisory admin roleat a healthcare setting)
• Saudi Nationality only.