Executive Secretary & Fellowship Program Coordinator
Hamad Medical Corporation
Total years of experience :15 years, 6 Months
Maintains the schedule and appointments of the division head.
• Provides administrative and clerical support to AGIM
• Receiving and relaying telephone messages.
• Assisting and attending the visitors.
• Assist in the planning and preparation of departmental meetings
• Compile, transcribe using MS word processor and distribute minutes of meeting
• Prepares memos, internal speaker schedule for weekly educational activity, clinic block/unblocking, rota & other requests as required
• Updates AGIM Leave planner
• Manages daily schedule with the census
• Updates tracker for AGIM Physicians & PFE files/documents
• Enters CPD points of AGIM educational activity in the system (ECMS), provides annual reports, and generates relevant reports for the physicians as required.
• Raises PR/IR for the division
• Maintaining hard copy and electronic filing system.
• Coverage during secretaries on leave
• Perform other related duties as required
• Provides administrative and clerical support to the Fellows
• Manages the rotation schedule
• Sends, receives & maintains evaluations of the Fellows (Medhub)
•Prepares and maintain minutes records for Clinical Competency Committee Meeting and Program Evaluation Committee & Division meeting
• Monitors Fellow’s case log via ADS system.
* Receptionist
• Answering phone calls
• Screening visitors
• Monitoring employee’s in and out
• Monitoring employee’s attendance sheet
• Handling office supplies
• Receives/ circulates documents
• In charge in meeting room reservations
• Typing and correcting engineer’s letters and comments
• Receives and screens callers and directs them to the appropriate party for disposition
• Attending employee’s and supplier’s inquiries
• Managing all bookings for flights, hotel, renting car, and restaurants and others reservations.
• Sending and receiving parcels/shipments through different courier
• Receives / accepts all documents.
• Attending visitors & guiding them to appropriate person.
• Stamping, copying, scanning the documents received and circulating to the corresponding persons
• Maintains files in the systems saved to a proper file name and folders
• Filling documents in an orderly manner
• Logs all invoices received on Invoice register.
• Checking the invoices received if it is properly invoiced.
• Prepares summary for all invoices received.
• Prepares cheques
• Recording cheque’s made
• Prepares covering letter for each cheque’s
• Informs suppliers when cheque’s are ready for collection.
• Managing the Office. • Accepts remittances from senders to be transmitted • Prepares proof sheet report at the end of the day. • Prepares bank reconciliation. • Performs marketing activities to promote the remittance office. Through telex to the Philippines • Receive / answer phone calls from client who made bank transfer to be transmitted through telex to the Philippines. • Prepares proof sheet report at the end of the day. • Prepares bank reconciliation. • Performs marketing activities to promote the remittance office. • Check stocks sent by each port. • Check released Daily Budget against proof sheet sent by each Port • Deal with clients in selling, buying stocks, and instructions to their payments. • Confirm to banks the stocks sent by each Ports and payments of the clients. • Maximize the stocks against our daily budget. • Issue cheques to fund our transactions. • Check and signs all attachments and vouchers • Prepare trial balance report.