SECRETARY/INTENSIVE CARE DEPARTMENT

Job Description

Job SummaryResponsible for a broad range of clerical duties to include answering telephones, taking and routing messages, and greeting and assisting visitors.Responds to routine inquiries; schedules appointments, and transcribes physician orders.Prepares reports, purchase orders, and other business documents.Utilizes various types of office equipment to include intercommunications system, computer, fax and copier.Works closely with nursing personnel and medical staff.Maintains records, files and forms.Orders, stocks and maintains supply and equipment inventories.Duties and ResponsibilitiesEnsures through his/her actions, either directly or indirectly, that a superior quality of medical treatment, compassion and understanding is given to every patient served at the Prince Sultan Cardiac Center.Prepares letters, memos, correspondences and reports in either Arabic or English language from shorthand, audio or longhand.Opens, screens and routes incoming mails. Prepares signature lists and circulates incoming and outgoing mail.Files and distributes reports and other correspondences.Covers the Executive Personal Assistant of Medical Departments as required.Inputs patient related data into medical databases.Receives and handles inquiries from wards and clinics.Proofreads documents generated within the department before distribution.Develops and maintains departmental filing system. Maintains an accurate suspense file system and liaises with individuals to determine action.Manages the appointment book of assigned manager to include booking appointments, arranging meetings and venues and arranging catering requests.Prepares papers and documents needed for a meeting. Types and distributes agendas and supporting documentation required for a meeting.Prepares Medical Rota as required.Cover the Secretarial Pool Coordinator (Secretarial Pool) as requiredMaintains confidentiality of all sensitive information at all times.Performs a variety of clerical tasks including photocopying, collating and distribution of copies.Takes dictation and/or transcription. Types and distributes correspondence and reports.Takes minutes of meetings.Maintains a minimum amount of stationery and supplies for the department by tracking usage of supplies and ordering additional items and repairs to office equipment.Updates statistics as required, on a weekly and monthly basis.Completes patient release papers.Updates all notes from doctors on each patient?s file when requested.Handles and resolve physician?s query in any related administrative work.Completes all required administrative work from the Medical teams in conjunction with the pooling team.Assist physicians in creating presentations and lectures.Assist Medical team in preparing symposiums, workshops, meetings and any related assemblies.Submits a weekly analysis of written Thallium Scans, Mortality Reports and Morbidity Reports.Types post-surgical notes on each post-ops case.Maintains and update the required databases and statistics reports.Updates requested reports, complete memos from doctors and ensure that all discussions are signed by the physicians and sends to the relevant departments.Performs other related duties as required.4.0Education/LicensureEssential: Diploma in secretarial studies , office management , Hospital Administration , English Language or equivalent from recognized Institute.4.2Desirable:Successful completion of medical terminology course.4.3Desirable:Bachelor Degree in Secretarial Studies orEnglish Language / Translation from a recognized university.Professional ExperienceEssential: Two (2) years recent experience working in an office environment.Essential: Proficient in Microsoft Office i.e. Word, PowerPoint, Access, Excel, Outlook.

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