Executive Secretary
Hamad Medical Corporation
Total years of experience :6 years, 9 Months
1. Maintains and coordinate the schedule/appointments of the chairman / department head and Sr. Medical Manager.
2. Screen phone calls and visitors coming, and directing others to the concerned personnel/departments.
3. Coordinate the work of chairman / department head office with heads of divisions and advise them on new procedures or regulations or information to be provided for the chairman / department head use.
4. If required coordinate the travel arrangements for trips taken by the chairman / department head i.e. airline and hotel reservation.
5. Arrange meetings with senior staff or executives and make necessary arrangements.
6. Prepare meeting agenda for the meeting.
7. Attend meetings in order to record minutes.
8. Compile, transcribe using MS word processor and distribute minutes of meeting.
9. Prepares memo/correspondence as required by the department.
10. Arrange visiting schedule for delegates, officials from outside HMC and visiting consultants, make necessary arrangements to facilitate their visit i.e. transportation, airline and hotel reservations, lunch/dinner booking, notifying departments or officials to be visited, provide access/advise for visitors to required information.
11. Handle requests for information/inquiries from staff members in department or other departments and resolves or assists in resolving a variety of enquiries.
12. Prepares leave request, return from leave from and compile such forms on their 201 File.
13. Receive, review and sort all incoming correspondences thru mail, faxes, e-mails, to chairman / department head office.
14. Prepare memos/responses to correspondences pertaining to routine and technical inquiries and or as per required by the department.
15. Compose complex replies/letters to non-routine inquiries for the review and signature of chairman / department head.
16. Type memoranda, letters, compile and transcribe reports using word processor.
17. Prepare invoices (as applicable), electronic or manual monthly time sheet for the chairman / department head, assist in annual budget preparation proposals/manpower listing for the department using computer MS Office and or excel applications whenever necessary.
18. Monitor and supervise the performance and work done by subordinate clerical staff.
19. Screen and review correspondences prepared by subordinate clerical staff in the department for proper format, grammatical and typographical accuracy, conformance to corporation established policies and instructions of the chairman / department head.
20. Maintain a filing system and keep records pertaining to reports and correspondences concerning the department.
21. Directly reporting to the Chairman’s office/Vice Chairman & Sr. Medical Manager.
Scope as Senior Accountant:
•Monitor sales, purchases, disbursement, receipts book of accounts and report its status on a weekly basis.
•Double check & counter sign sales quote pricing analysis after pharmacist in-charge analysis of medicine to be quoted to different hospital.
•Monitor and tracking of medicines’ ins & outs, inventory of sales & purchases and deliveries of medicine from overseas vendor to clients (Private & Government hospital) including Jordan, Eqypt & Malaysia.
•Maintain set of book of accounts such as cash disbursement, cash receipts journal, sales journal, General Ledger accounts, inventory ledger accounts, cash & cheque registration accounts and other related reports update using computer based accounting software (Peachtree).
• Monitor current asset (Prepaid amount to vendors)/Accounts Receivables & Payables. Provides company weekly report/ transaction sales versus actual sales and purchases.
• Responsible in preparation of official purchase order and directly communicate with overseas suppliers/vendors reference to orders/deliveries and status report.
• Coordinate logistics requirements for the release of goods from the custom (exemption letter from the requesting gov’t facility /MOH declaration and custom clearance documents)
•Coordinate with MOH requirements and oversee the flow of consignment from overseas vendor.
• Assist in providing solutions for issues and concern reference to the order and deliveries by the private & government hospitals.
• Serves as a PRO to MOH/General Authority and documents if required.
• Act as a representative on behalf of the officer on his absence.
• Train newly hired personnel and assist in business development procedure and planning.
• Assist in Sales quote preparation, Request for quotation and purchases in the absence of the person in charge.
• Serve as a Business Development Officer in the absence of person in change during visit to overseas clients and meetings with overseas vendors.
ACQUIRED A 1.25 (90-95)FINAL GRADES AFTER COMPLETION OF THESIS WRITING ENTITLED "COMPARATIVE ANALYSIS OF A MANUAL AND COMPUTER BASED ACCCOUNTING SYSTEM"