Executive Secretary
Madina National Hospital
Total years of experience :11 years, 3 Months
1. Office Secretary is responsible to perform routine office secretarial assignment.
2. To fulfill the responsibilities above, the Office Secretary, in collaboration with nursing personnel and members of other disciplines, engages in the following activities:
a. Serves as a departmental liaison person.
b. Performs all typing required for the department.
c. Receives and sorts mail, refers all official correspondence to Director of Nursing, Head Nurse /Designee and places personal letters in the designated tray/area.
d. Maintains / updates hospital and nursing manuals. Files all information according to protocols / policies of MNH.
e. Relays and receives messages of routine nature promptly and accurately.
f. Make all appointments for the immediate supervisor and keep schedule of the immediate supervisor’s weekly activities.
g. Participates in implementation of Infection Control standards.
Coordinates administrative management function:
1. Plans and organizes the schedule of the Director of Nursing.
2. Confers with the Director of Nursing, on a daily basis to review and prioritize clerical / secretarial assignments.
3. Composes and types a variety of nursing administrative correspondence.
4. Types a variety of forms, memoranda, reports, schedules and notices as directed. Types rough drafts and / or corrected copies from verbal instructions, shorthand notes and / or from a Dictaphone.
5. Performs other secretarial duties concerned with Nursing Administration. Retains Corporate and departmental information and processes job applications, leave applications, performance appraisals and resignations as applicable.
6. Locates and retrieves material or data as requested. Copies and files a variety of documents as per MNH protocols / procedures.
7. Receives sorts and distributes incoming mail for the Department of Nursing; registers important documents as necessary.
8. Answers the telephone appropriately and operates the coupler system as needed. Obtains and delivers messages promptly and accurately; relays messages to the concerned staff.
9. Takes minutes of meeting using the CRAE format.
10. Operates a variety of standard and automated office equipment such as typewriter, word processor, computers, photocopiers, calculators, fax machine and printer.
11. Maintains equipment inventories for the office / department.
12. Maintains and orders office supplies; prepares requisitions for equipment and follows up delivery of equipment with Materials Management.
13. Processes requests for maintenance and repair services.
14. Maintains a clean neat office environment.
15. Checks and types Time sheets.
16. Arranges appointments for the Director of Nursing and its designee;
17. Types correspondence, circulates correspondence as necessary, uses fax, photocopy and telex machines;
18. Filters visitors and telephone calls to the Director of Nursing and its designee, receives messages, arranges follow-up call/departmental meeting as necessary;
19. Maintains office filing system;
20. Prepare monthly database for Nursing Department.
21. Facilitate in sending monthly reports to Aramco.
22. Performs any other duties as directed by the Director of Nursing and its designee.
Performs other assignment or duties as assigned or required from Nursing Director.