JOB SUMMARY:
Senior Administrative Assistant plays a pivotal role in providing administrative support to Quality Management Department, responsible for training administration, information management, project, audit and meeting co-ordination and reward and recognition program, hospital occurrence report.
PRIMARY DUTIES & RESPONSIBILITES:
- Information Management
. Maintain policies and procedures and ensure these are reviewed and updated in a timely manner.
. Maintain confidential and sensitive information.
. Organize and manage files, documents, and records.
. Develop forms when needed.
. Be proficient with office software and technology tools, including word processing, spreadsheets, software such as canva,slido etc.
- Office and Training Administration
. Registration and enrollment : Managing the process of enrolling staff in the training courses as per training schedule and tracking their progress. Collaborate with all stakeholders and ensure sufficient participants for the training to be held as planned.
. Classroom Set Up : Ensure appropriate classroom set-up for the training programs.
. Resource Allocation : Allocate resources such as training rooms, training materials, aids etc. for the training programs.
. Training Inventory: Ensure sufficient and appropriate training materials are accounted for and purchased in a timely manner.
. Evaluation: Measure the effectiveness of the training programs through assessments, feedback, and performance improvement metrics
. Documentation: Keep records of training attendance, completion, and any certifications or credentials obtained
. Continuous Improvement: Analyze training outcomes and feedback to make improvements to the training on an on-going basis with trainers
. Compliance : Maintain repositories for training programs, licenses and permits, risk register to meet legal and regulatory requirements, not limiting to ISO & HCSA Requirements
SECONDARY DUTIES & RESPONSIBILITIES
- Support Internal and external audits, including but not limited to licensing, certification and accreditation.
. Perform secretariat roles for assigned committees.
. Perform planned activities such as Quality week events, Reward & Recognition etc
. Handle correspondences and coordinate meetings
. Any other tasks as assigned by the Supervisor.
REQUIREMENTS:
- Diploma level preferably with ability to type & computer literate
- At least 3 years working experience
- Must be conversant in computer program such as Microsoft Word, Power Point and Excel
- Good written and verbal communication skills
