Administrative Assistant
Location: AAR Hospital, Kiambu Road
Job Type: Contract
Application Deadline: 16/05/2025
Job Purpose:
Supporting the smooth operation of hospital administrative
functions. This role is responsible for managing day-to-day clerical tasks,
coordinating departmental activities, maintaining accurate records and
correspondence, and ensuring compliance with healthcare policies and
procedures. The ideal candidate will possess strong organizational skills,
attention to detail, and the ability to work in a dynamic, patient-centered
environment, assisting staff, patients and visitors.
Duties and Responsibilities
- Coordinate
appointments, meetings, and schedules for medical and administrative
staff.
- Serve
as a liaison between departments to ensure effective communication and
coordination of services.
- Assist
with the preparation of letters, memoranda, reports, presentations, and
documentation for internal and external stakeholders.
- Serves
as administrative contact and liaison for internal and external
stakeholders such as patients, visitors, staff, regulatory offices
- Participate
in quality improvement initiatives and administrative audits as required.
- Provide
backup support for reception and other administrative roles as needed.
- Provide
logistical support at functions.
- Coordinate
requisition and stock control of all stationery and stock items in the
Administration office.
- Organizing
Hospital visits for interested parties and liaising with the relevant
departments as appropriate.
- Coordinating
meeting arrangements for the Senior Management Team and Heads of
Department and taking minutes as called upon.
- Maintaining
confidential and organizing and maintaining an efficient filing and
retrieval system.
- Develops,
implements and administers departmental office systems and procedures.
Establishes office procedures, policies and operations. Interprets and
communicates policies and processes.
- Monitors
budget including tracking expenditures and providing reports. May prepare
spreadsheets for budgets, grants or contracts, including tracking and
maintaining expenditures and reconciling accounts; uses budget tool.
- Maintains
personnel records for admitting consultants while supporting with the
process of provision of admission rights.
- Provides
wide ranges of support including: keyboarding, composing and editing
letters, memoranda, reports, lecture/course materials, presentations,
cases.
- Manages
complex calendars, arranges for meetings, appointments and travel
arrangements.
- Coordinates
events, including conferences, seminars, and colloquia.
- Responsible
for supporting the Head of Clinical Services to ensure that the regulatory
licensure is up to date.
- Performing
any other duties that may be assigned by the Senior Management Team from
time to time.
Qualifications
1. Education
- Bachelor’s
degree in Business Administration or equivalent
- Very
good working knowledge of MS office, scheduling and project management
tools
2. Job Experience
- At
least 3 – 5 years working experience in a fast paced environment
- Hospital
Experience is an added advantage
Key Competencies – Skills/ Knowledge/ Aptitude
- Confidentiality.
- Good
public relations with all correspondents within and outside the Hospital.
- Speedy
yet careful execution of instructions
- Frequent
interactions with varied types of external and internal customers
- High
level of professional etiquette and decorum
- Ability
to prioritize and handle multiple tasks in fast paced environment.
- Minute
and report writing
- Strong
organizational skills
- Refined
interpersonal and communication skills.
- Professional,
pleasant and mature disposition.
- Good
customer care and problem-solving skills.
- Computer
and data analysis skills
How to Apply:
Applicants to send their application letter and CV ONLY
to recruitment@aarhospital.com
Application Deadline: 16th May 2025 however
shortlisting is to be done on a rolling basis
Other Specifications: Candidates to indicate
expected salary on the application letter