Administration Co Ordinator
Canadian Medical Center
Total years of experience :12 years, 4 Months
Coordinate activities by scheduling work assignments, setting priorities, and directing the work of subordinate employees.
Takes necessary steps to keep documents in possession confidential by not divulging information to irrelevant parties and by maintaining a secure record.
Carries out other related administrative or secretarial tasks as and when necessary, including attending to telephone calls, filing, follow up correspondence and similar issues.
Undertake all duties in respect of HAAD licensing provisions including the issue of licenses and generally for enforcing the provisions contained therein.
Provide necessary and appropriate specialist and detailed advice and information on HAAD licensing law.
Evaluate and verifying the documents needed for the new medical staff that are needed for HAAD processes.
Maintains records, prepares reports, and composes correspondence relative to the work.
Follow up the licensing processes for the medical staff and the facility with HAAD.
Performs other similar or related duties as and when assigned by direct Manager.
Provides typing services on all clinical issues for the Department, including preparing memos and correspondence from verbal / written / taped instructions, in both English and Arabic. Forwards to concerned person for review and makes amendments, if necessary and distributes accordingly.
Takes necessary steps to keep documents in possession confidential by not divulging information to irrelevant parties and by maintaining a secure record.
Organizes, coordinates and documents departmental agenda and the proceedings of technical meetings on clinical issues, ensuring that all attendees are informed of the meeting and all necessary documentation and other material required are readily available.
Coordinate activities by scheduling work assignments, setting priorities, and directing the work of subordinate employees.
Undertake all duties in respect of HAAD licensing provisionsincluding the issue of licenses and generally for enforcing the provisions contained therein.
Carries out other related administrative or secretarial tasks as and when necessary, including attending to telephone calls, filing, follow up correspondence and similar issues.
Evaluate and verifying the documents needed for the new medical staff that are needed for HAAD processes.
Provide necessary and appropriate specialist and detailed advice and information on HAAD licensing law.
Maintains records, prepares reports, and composes correspondence relative to the work.
Follow up the licensing processes for the medical staff and the facility with HAAD.
Performs other similar or related duties as and when assigned by direct Manager.
-Organizes, coordinates and documents departmental agenda and the proceedings of technical meetings on clinical issues, ensuring that all attendees are informed of the meeting and all necessary documentation and other material required are readily available.
-Coordinate activities by scheduling work assignments, setting priorities, and directing the work of subordinate employees.
-Attends project meetings and proceedings and takes minutes of project meetings and proceedings. Types minutes and forwards to attendees / manager for review.
-Carries out other related administrative or secretarial tasks as and when necessary, including attending to telephone calls, filing, follow up correspondence and similar issues.
-Evaluate and verifying employees performance through the review of completed work assignments and work techniques.
-Maintains records, prepares reports, and composes correspondence relative to the work.
-Purchase printed materials and forms by obtaining requirements, negotiating price, quality, approving invoices and delivery.
-Improve program and service quality by updating procedures; evaluating system results with users.
-Submitting and follow up the licensing processes for the medical staff.
-Renewal of all the Center licenses.
-Performs other similar or related duties as and when assigned by direct Manager.
-Provides typing services on all clinical issues for the Department, including preparing memos and correspondence from verbal / written / taped instructions, in both English and Arabic. Forwards to concerned person for review and makes amendments, if necessary and distributes accordingly.
-Maintains detailed records of all Departmental technical projects that are either completed, underway or proposed and raising periodical progress reports thereof to the manager.
-Proof reads clinical documents, correspondence, reports, forms, manuals, records and other materials taped, handwritten or copied.
-Organizes, coordinates and documents departmental agenda and the proceedings of technical meetings on clinical issues, ensuring that all attendees are informed of the meeting and all necessary documentation and other material required are readily available.
-Attends project meetings and proceedings and takes minutes of project meetings and proceedings. Types minutes and forwards to attendees / manager for review.
-Carries out other related administrative or secretarial tasks as and when necessary, including attending to telephone calls, filing, follow up correspondence and similar issues.
-Takes necessary steps to keep documents in possession confidential by not divulging information to irrelevant parties and by maintaining a secure record. The post holder must ensure the confidentiality of all data, materials and staff or patient records as a matter of good practice and as directed or required by the responsibilities of the job.
-Performs other similar or related duties as and when assigned by direct supervisor.
• Consular Section:
Telephone handling and call management: Receives telephone calls, answering routine questions in regards to visa issuance, passport renewals, attestations and other related queries, taking messages and refers other matters as appropriate
Main front desk point of contact for all walk-in customers / applicants
Thoroughly checking applications and supported documents, sending the valid applications to the concerned authority for processing and following-up the applications for the replies
Preparing weekly visa/ passport reports
Ensuring that all necessary procedures, processed documentations and file maintenance are updated and maintained in a timely fashion
Develops proper data entry that allows easy access to required information
Translation Arabic to English and vice versa
Establishing and maintaining records of correspondence and other documents by systematic filing of all papers received and dispatched
Handling and preparing confidential and overseas correspondence, memos and reports
Arrange itineraries, flights and hotel bookings for foreign visitors during the duration of their visits
Performs other administrative jobs from time to time
• Trade Centre Section:
Up dating the corporate contacts data base
Assisting in researches in connection with enquires from Malta related to UAE market and contacts
Monitoring and insuring sufficient stationary stocks available all time
Up keeping office files
• Customer Service
Receives telephone calls and visitors, answering routine questions, takes messages and refers other matters as appropriate.
Handling and preparing memos, correspondence and reports
Handling customer complaints via telephone & email
Develops proper data entry that allows easy access to required information from time to time
Logging and reporting daily activity for the day to supervisor
Provide customer feedback reports to manager
Developing new contacts and relationship with existing new clients
Establishing and maintaining records of correspondence and other documents by systematic filing of all papers received and dispatched
Performs other administrative jobs from time to time
• IT Assistant
Assisted IT with computer administrative duties
Test new modules and provide bug reports to IT
• Customer Service:
Handle calls from clients, sub-contractors and consultants, answering routine questions, takes messages and refers other matters as appropriate.
• Administrative Assistant:
Preparing quotations and reservations for clients
Maintains and organize filing to facilitate quick return and retrieval of documents
Reports Directly to the General Manager