Job Description
Responsibilities
Key Responsibilities of the role
Key Responsibilities of the role
Corresponding Key Activities performed by the role
Coordinating with various entities Contacting other departments, entities, clients, employees (as appropriate) to discuss issues/cases
Documenting appropriate information and discussing them with superiors
Following up on the progression of pending matters
Providing relevant information in consultation with the superiors
Executing administration related activities in the department
Answering telephone calls, transferring calls to the appropriate parties and taking down requests for appointments
Liaising with the facility staff
Managing office equipment, including postage machine, printers, fax, photocopier, conference phone and projector and ensuring that of them are in working condition
Ensuring office supplies are adequately maintained
Providing assistance for activities such as coordination between various departments, reviewing reports, conducting studies and correspondence
Supporting the smooth execution of meeting and appointments
Maintaining internal schedules
Facilitating meeting and appointment participations
Coordinating administrative support for meetings
Undertaking follow-up actions for meeting coordination
Managing the filing system in the department
Arranging a proper filing system for correspondences received or sent from the department
Developing, modifying, and maintaining any other data bases related to own departmental activities as assigned
Preparing worksheets and charts as directed
Maintaining client service standards
Responding to verbal and written inquiries in a timely manner
Contributing to team effort Participating in team efforts as required time to time
Collaborating with other members of the team to carry out work smoothly
Facility specific Responsibilities of the role
Corresponding Activities performed by the role
SEHA Compliance guidelines
Corresponding Activities performed by the role
Complying with Policies, Procedures and Practices of the SEHA facilities and other regulatory requirements
Complying consistently with facility policies, procedures and practices and ensuring alignment with SEHA facilities policies
Completing and maintaining regulatory requirements including: licensure and certification and other mandatory training within established time frames
Maintaining Confidentiality Maintaining confidentiality with regards to any information exchanged or received in the current capacity of role in accordance with facility policy
Promoting Customer Service standards
Assuming the role of a brand ambassador for the facility and promoting a customer focused philosophy in dealing with any stakeholders
Maintaining positive and effective working relationships within the department/division and also with other departments/sections within the facility
Performing any other duties as may be assigned relevant to the basic responsibilities of the role
Adhering to the Occupational Health and Safety, Materials Management and Maintenance standards
Adhering to requirements of the Occupational Health and safety guidelines and infection control guidelines
Understanding and adhering to emergency preparedness plans/policies
Ensuring Personal Effectiveness Recognizing the necessity of continuously developing skills and acquiring additional knowledge appropriate to the position
Dressing appropriately to meet the expectations of the specific work area and in alignment with the Occupational Health and Safety policies
Building key partnerships within the organization for pursuing client-centered, comprehensive, integrated systems of care
Complying with any regulations related to mentoring, training and development of UAE nationals staff
Qualifications
Required: Bachelor's degree or equivalent in Business Administration or relevant field OR
Diploma in relevant field with 3 years of additional experience
Desired Master's degree or equivalent in English language or relevant field