Executive Secretary
Security Forces Hospital
Total years of experience :32 years, 9 Months
Responsible for the secretarial aspects as assigned by the Chief of Pediatrics.
Perform necessary tasks including receiving telephone calls, respond to
correspondence, and maintain office scheme and typing.
Observe courtesy and care to any patient/visitors, and direct as appropriate.
Take minutes of meetings, transcribe material using a word processor and distribute
minutes to designated personnel.
Maintain filing system to meet the needs of the office, to be able to retrieve materials
as and when needed.
Comply with the standard laid down by the approved International Accreditation
Standards.
Work with all Pediatric physicians - performing clerical duties, appointments,
meetings and other tender inquiries of a more complicated nature.
Responds to the needs of staff in emergent situations
Handling patient’s queries, and liaising with other healthcare staff.
Interacts with patients and families to meet needs.
Maintaining details of certain budgets, ordering stocks of stationery.
Booking resources such as rooms, audio-visual equipment and refreshments for
meetings and other events to assist as needed.
Perform other applicable tasks and duties assigned within the realm of my
knowledge, skills and abilities.
Maintain high level of confidentiality at all times.
Demonstrating a high level of competence.
Through the chain of command and/or occurrence variance report, identifies any
occurrence not consistent with the operation of the Hospital or standard of service
for patient, employees or visitors and situations that put patients, staff or visitors at
risk for injury or other harm.
Perform responsible and technical secretarial and administrative assistance to assist
in the daily operations of the Nursing Department.
Assist with the administrative details.
Perform Administrative Assistant's duties in her absence.
Assist Administrative Assistant and department personnel with various
administrative matters as assigned.
Prepares production of meetings, agendas, assuring proper content, format, order
and supporting documentation.
Attend meetings as required and records proceedings. Maintains minutes file.
Provides assistance to the hospital staff as needed in coordination of requests and
activities.
Assist Managers and staff members with conference and travel arrangements,
preparing letters, correspondence and a variety of general secretarial duties.
Act as receptionist, answer phones and direct appropriate individual; exercise
discretion in providing information and assistance.
Assist with the maintenance of the Directors calendar, input meetings, conferences,
travels and other calendar data within the department/hospital/outside the
hospital.
Enters a variety of data into the electronic system including absence reports, work
orders, overtimes, terminations, etc.
Arrange and prepare equipment needed for the in-services or lectures as scheduled.
Takes and transcribe dictation including information regarding confidential matters
as required in a prescribed manner.
Compose effective correspondence independently.
Operates computer and peripheral equipment to maintain records to generate lists,
reports and other materials.
Utilizes word processing and other software; operate a typewriter, FAX machine,
tape recorder, photo copier etc.
Maintains proper inventory of office supplies, requisition needed supplies and
obtain authorized signatures.
Initially did the Department’s website and update as needed.
Prepares the Department’s Annual proposed Budget (Yearly).
Assist in the studies made/conducted by the CQI Committee.
Does statistical concerns of the department as needed e.g. QI Focus Studies,
Department’s studies e.g. Workload measurement, Sick Leave and Overtime.
Encoded patient’s response on the Diabetes Study of the Ambulatory Team (OPD)
and did the statistical result of the study.
Collated and do the statistical results of the monthly Nursing Orientation
evaluation.
Responsible to communicate with IT Department the electronic issues of the
Department.