ADMINISTRATION SECRETARY – The Avenues Clinic 7 views

Key Responsibilities

• Facilitate the renewal and maintenance of clinic registration and licensing documents with relevant regulatory authorities.
• Coordinate and maintain valid practicing certificates for nurses and doctors.
• Process, monitor and maintain doctors’ privileges of access documentation.
• Communicate with doctors, mentors, and internal departments regarding privileges of access and compliance requirements.
• Maintain accurate and up to date personnel records for medical practitioners personal files and records for medical practitioners.
• Capture daily hospital statistics and generate monthly performance reports.
• Prepare monthly revenue report by doctor and patient occupancy reports by ward.
• Support patient records management in line with confidentiality and regulatory requirements.
• Manage executive calendars for the Principal Nursing Officer, Finance Director and Medical Director.
• Prepare reports, correspondence, presentations, and meeting minutes.
• Coordinate travel arrangements and provide relief support to the Managing Director’s Personal Assistant when required
• Raise internal requisitions and facilitate administrative requests.
• Maintain and update the risk register.
• Coordinate clinical audit committee meetings, including the preparation of mortality (death) register
• Facilitate company registrations and statutory filings with relevant authorities
• Maintain and update share registers and statutory documentation
• File and update company documents with relevant authorities.
• Coordinate the signing, filing and safekeeping of corporate legal documents.
• Proofread and support the preparation of financial reports, strategic plans, and related documentation.
• Maintain minute books and attendance registers in line with governance requirements.
• Organise and coordinate meeting venues, logistics, and documentation and stakeholder communication
• Ensure meeting minutes are circulated within seven days of meetings.
• Coordinate Annual General Meetings (AGMs), Extraordinary General Meetings (EGMs), and shareholder meetings.
• Track and follow up on action items from meeting to ensure implementation

Requirements

• 3 Advanced Level passes.
• Degree in Business Administration an added advantage.
• Minimum of 3 years’ relevant administrative experience.
• At least 2 years’ experience supporting senior management executives.
• Excellent written and verbal communication skills.
• Strong interpersonal and stakeholder engagement skills.
• Attention to details and accuracy.

How to Apply