Job Purpose
The Administrative Support role will be responsible for providing administrative assistance to various departments within AMCE.The role will ensure smooth office operations by managing correspondence, scheduling, data entry, and supporting day-to-day office tasks. The Administrative Support role will help maintain a highly organized and efficient environment for the team and enhance overall productivity within the facility.
Core Responsibilities
Operational and Office Management
- Coordinate daily administrative activities, ensuring smooth office operations.
- Manage appointment scheduling and meetings for department heads and senior staff.
- Organize and maintain office records and files, ensuring compliance with data protection regulations.
- Ensure timely ordering of office supplies and monitor inventory levels.
- Coordinate logistics for hospital events, meetings, and conferences.
Communication and Correspondence
- Serve as the point of contact for internal and external communication, both in person and via phone/email.
- Prepare, proofread, and edit correspondence such as emails, memos, and reports.
- Relay messages between different departments and ensure proper follow-up.
- Maintain effective communication with patients, families, and vendors.
- Develop and manage communication protocols for internal staff.
Financial and Budget Support
- Assist in processing invoices, tracking departmental expenses, and managing budgets.
- Provide support to senior finance staff in preparation of financial reports and documentation.
- Ensure timely payment of vendor invoices and maintain records of financial transactions.
- Assist in tracking and reconciling departmental budgets.
- Help prepare reports for audits and assist in the internal auditing process.
Scheduling and Coordination
- Support the scheduling of meetings, appointments, and surgeries for healthcare professionals.
- Coordinate with physicians, nurses, and other medical staff to ensure effective scheduling.
- Prepare necessary documentation and materials for meetings or patient visits.
- Facilitate the preparation and organization of patient intake forms and reports.
- Ensure that all documentation is properly filed and readily accessible when needed.
Compliance and Documentation
- Ensure that all operational activities adhere to healthcare regulations and organizational policies.
- Assist in maintaining compliance with medical records and patient confidentiality standards.
- Support the audit processes and provide required documentation for legal and regulatory audits.
- Keep up-to-date with healthcare policies, legislation, and best practices.
- Ensure proper document control, including storage and retrieval of sensitive patient records.