Administration Assistant

Job Objective/ Purpose:

To support the Hospital Manager (HM) in Operational and Administrative office duties, providing an enabling environment for staff, patients and clients within the Hospital and partners of the Hospital.

Key Responsibilities:

• Manage the Hospital Manager’s calendar, providing real-time scheduling support by booking appointments and preventing conflicts, assisting in managing the HM’s agenda and organizing key meetings on behalf of the HM.
• Prepare, edit and disseminate communications to and from the HM’s office as delegated, including  maintaining regular reports and keeping minutes of staff and departmental meetings.
• Assist with business reporting and analysis as required, including preparation of reports, papers and presentations, conducting research on various topics as requested by the HM, and providing insights to support decision-making.
• Maintain polite and professional communication by receiving, screening, forwarding or responding to inquiries, consulting with relevant authorities, and handling emergencies effectively and efficiently.
• Prepare requisitions and submit approved LPOs to authorized suppliers in liaison with the HM.
• Make travel arrangements, such as booking flights, cabs, and making hotel and restaurant reservations for the Hospital senior management team and other Hospital Manager’s guests.
• Assist the HM in managing petty cash allocation, ensuring periodic accounting is done per AG procedures, reconciling expense reports and invoices, and submitting the same to the HM in good time.
• Ensure that Avenue Healthcare corporate governance policies are adhered to, including preventing, detecting, and reporting any fraud or criminal activities, and Implementing audit recommendations.
• Ensure adequate knowledge of, and compliance to all Avenue Healthcare policies, procedures, and systems, especially policies pertaining to the provision of medical services and finance.
• Maintain privacy and confidentiality at all times.
• Any other duty as assigned by the supervisor.

Person Specification

• Diploma/ Bachelor's degree in business administration, communications, or a related field.
• Computer proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
• Data Analysis skills and basic book keeping/ accounting knowledge highly desirable.
• At least 2 years of relevant work experience working in a corporate environment.
• Good planning and organizing skills
• Tact and diplomacy, Discretion and Confidentiality
• Strong interpersonal skills, team playing abilities, and communication skills.
• Highly responsive, ethical and responsible