Administrative Assistant II
National Guard Health Affairs
Total years of experience :19 years, 9 Months
- Supervision of Primary Healthcare- Operations administrative staff
- Monitors Primary Health Care Manpower Status Report (MSR) and database management
- Maintains and updates Primary Health Care vacancy database (Medical, Nursing, Preventive & Operations)
- Prepares justifications for additional manpower requirements and manpower modifications (i.e. Upgrade/ Downgrade, Trade-off, Bonus, Re-allocation/ Swap)
- Prepares evaluation report for new applicants and employees requesting for Internal Transfer/ Promotion
- Prepares major operational reports and requirements. (i.e. Annual Report, Yearly Manpower Requirements, Commissioning Reports & Quarterly Departmental Activity Report)
- Assists the immediate superior in reviewing monthly budget expense summary report.
- Liaises, monitors and updates Internal Audit Inspection Reports, Safety & Fire Protection Reports and Review of Newly Registered Patient Medical Files.
- Processes and monitors leave applications, performance evaluations and other employee related issues for all operations and support staff.
- Prepares requisition of office supplies, maintenance and request for support service departments whenever is required.
- Facilitate Capital Equipment requests and distribution
- Attends and takes minutes of meetings as required by the department.
- Oversees and ensures that the office administrative functions are effectively carried out.
- Performs difficult, complex, technical, and/or specialized office support work which requires the exercise of independent judgment, application of technical skills, and detailed knowledge of activities and procedures specific to the department or unit to which assigned.
- Supervises staff including determining workloads and schedules, evaluating staff performance, providing training and making disciplinary recommendations.
- Performs a variety of administrative support duties such as preparing and transmitting a variety of financial documents and maintaining records of financial transactions.
- Provides technical assistance to staff on operational issues such as personnel policies, purchasing, record keeping, training, risk management and contract administration.
- Attends to a variety of administrative details such as keeping informed of departmental/ division activities, transmitting information, developing, implementing and interpreting policies & procedures and monitoring day to day operations.
- Performs report preparation and updates a variety of periodic and special narrative, accounting, database and statistical reports.
- Prepares correspondences, reports, forms, work orders and specialized documents from drafts, notes, brief instructions, corrected copy or dictated tapes, proofread materials for accuracy, completeness, compliance with departmental policies.
- Monitors Primary Health Care Manpower Status Report (MSR) and database management
- Prepares justifications for additional manpower requirements and manpower modifications (i.e. Upgrade/ Downgrade, Trade-off, Bonus, Re-allocation/ Swap)
- Prepares major operational reports and requirements. (i.e. Annual Report, Yearly Manpower Requirements, Commissioning Reports & Quarterly Departmental Activity Report)
- Logging of incoming/outgoing mail for easy tracking records, re-route mails whenever needed
- Prepares and types correspondences as required by the department
- Provides secretarial support for the immediate superior
- Attends and takes minutes of meetings as required by the department.
- Provides coverage for other staff members of NGHA (National Guard Health Affairs) departments wherever is required.
- Prepares requisition of office supplies, maintenance and request for support service departments whenever is required.
- Prepares monthly Depreciation Schedule
- Maintains and updates Property Listing
- Performs regular and random property audit
- Supervises all property tagging and maintenance requests
- Assists Property Department and provides recommendations in securing all company’s properties.
- Assists the Accounting Department in the preparation of monthly reports i.e. computation of commissions and checque preparations.
- Petty Cash Fund Custodian
- Prepares all purchase orders and reviews all receiving reports
- Coordinator in procuring materials, machinery and supplies of the company
- Conducts site visit and regularly source out prospective suppliers in order to maintain acceptable operations cost.
- Recommends the evaluation of the potential capability of the suppliers and contractors for delivery of materials and services
- Assists the Executive Chef in the costing during menu re-engineering
- Maintains employees’ attendance records and prepares payroll computation
- Receives and secures all construction supplies, materials, tools and equipments
- Receives and secures all kitchenware, kitchen equipments and all cutleries
- Prepares weekly and monthly receiving report of all supplies used in the operation
- Maintains par stock of all kitchen supplies and make requisitions whenever required
- Records and maintains all monthly transactions in the Cash Disbursement and Cash Receipt book of accounts
- Processes payables and prepares checques for outstanding accounts.
- Prepares yearly inventory and tagging of all equipments.