Administrative Secretary Full Time

Provides comprehensive secretarial and administrative support to senior management staff documents and record management including filing and storage of documents of In Vitro Fertilisation (IVF) LIVIO Clinic at American Hospital Dubai. Provides general reception services, and diary management including logistical arrangements for transporting garnets or embryos from our facility to another facility or vice versa. Relieves the doctors of the administrative details by preparing considerable correspondence, compiling, and summarizing data into concise form and by preparation of reports.

• Creates official letters, correspondence and IVF-issued memorandums.
• Records and transcribes physicians’ meetings and other IVF-initiated meeting minutes.
• Prepares reports for Dubai Health Authority (DHA) approval for the transportation of gametes or embryos.
• Answers telephone takes messages and answers inquiries within the assigned scope of responsibility.
• Schedules appointments, maintains calendar, allocates doctor’s time.
• Works independently and completes and organizes multiple tasks.
• Prepares documents for meetings for the IVF Team these can include agenda, reports, data, literature, policies or other documents, booking of room, ordering of refreshments as required, etc.
• Sends calendar invites for meetings at least seven (7) days before the scheduled meeting.
• Oversees all lVF documents as per document management requirements. These include minutes of meetings, policies, etc.
• Formats IVF Department’s data efficiently and effectively.
• Ensures that all office and related equipment are regularly serviced and maintained appropriately.
• Maintains assigned work area in a neat, clean and orderly manner.
• Responds to telephone or other inquiries by forwarding them to the appropriate section within the IVF Department promptly.
• Ensures the physicians receive their monthly time sheets and assists with the processing of the time sheet.
• Orders business cards and physician stamps as necessary for the physicians.
• Distributes internal and external mail daily to the physicians in all areas of the IVF Department.
• Coordinates appointments with medical representatives for the physicians.
• Coordinates Departmental Committee meetings as required including notification to members, booking of room, distribution of agenda, taking and transcribing minutes, ordering of refreshments as required etc.

• High School Diploma
• Secretarial or Administrative certificate preferred

PROFESSIONAL EXPERIENCE:

• Minimum of three (3) years of previous administrative experience for which at least one (1) related to health care or quality.
• Knowledge of business English, spelling, punctuation, and grammar.
• Knowledge of alphanumeric filing systems, inventory control methods and methods commonly used in data management.
• Knowledge of computer applications with word processing packages (e.g. Word, Excel and PowerPoint, Internet, and email systems)
• Skills in safe handling of administrative equipment.
• Skills in document management software tools.