Senior Secretary (OPS/SS 3)

Summary

The Senior Secretary is responsible for providing secretarial support to the Senior Director Clinical Services. The incumbent is also expected to maintain confidential files, receive callers, makes appointments and any other related duties. 💰Basic Salary: $1,711,060 - $2,301,186 JMD per annum.

Responsibilities

• • Types letters, reports, circulars, memoranda, and letters of recommendation for agencies.
• • Drafts and prepares response letters to routine matters, as directed.
• • Attends meetings, takes notes, transcribes, and produces minutes in a timely manner.
• • Maintains an appointment diary for the Senior Director of Clinical Services and disseminates information as directed.
• • Receives callers, determines the nature of their business, provides information when necessary, or redirects them to the appropriate officers.
• • Maintains an efficient and reliable filing system for correspondence, patients' complaints, and other related confidential documents.
• • Contacts Heads of Departments or other personnel to relay information regarding meetings and appointments or to convey information generally.
• • Obtains patients' records for investigation purposes and maintains a reliable tracer system.
• • Receives and dispatches correspondence (internally/externally) using a reliable logging system.
• • Liaises with the hospital's lawyers, as directed, to provide assistance regarding cases involving patients' complaints.
• • Follows up on the status and progress of medical reports for patients from consultants for inquiry purposes or other requirements.
• • Receives complaints (oral/written) on behalf of the Medical Chief of Staff and either attends to them or refers them for appropriate action.
• • Performs any other related duties that may be assigned from time to time.

Required Skills

• • Good oral and written communication skills
• • Good interpersonal skills
• • Good organizational skills
• • Ability to take own initiative and be a self-starter
• • Ability to maintain confidentiality
• • Competent in MS Excel, MS PowerPoint, MS Word and Report Writing
• • Good command of the English language
• • High degree of integrity and diplomacy

Qualifications

• • Mind certificate in Administrative Management (level 3);
• • At least 4 year(s) of working experience in the related field;
• • Experience Secretary/Executive Secretary specializing in handling top management or equivalent.

Additional Information and Instructions

• Special Condition Associated with the Job:

  • • Participation in retreats/meetings outside of normal working hours may be required from time to time.

Applications accompanied by résumés should be submitted no later than no later than Thursday, 13th February, 2025 to: Senior Director, Human Resource Management and Development University Hospital of the West Indies Mona Kingston 7 ✉️ Email: hrd@uhwi.gov.jm ℹ️ Subject: Senior Secretary (OPS/SS 3) 🔑 Please include the job title in the subject line of your email. Please note that only shortlisted applicants will be contacted.

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