Administrative Officer


Job description / Role

General responsibilities:

Under minimal supervision, role supports the ED leadership team’s administrative and secretarial functions. Ability to handle a wide variety of administrative responsibilities and deal with individuals at all levels. Establishes and manages an efficient office administration system for the day-to-day running of core areas. Responsible for establishment, coordination and successful functioning of the continuing education program records and reporting of delivered topics for the ED Department

Specific responsibilities:
• Provides administrative support including diary maintenance, internal and external communications (phone, email, letter) of a highly sensitive and confidential nature;
• Prioritizes workload into urgent and non-urgent matters and manages workload for the Clinical Director and other senior ICML Staff and secretarial support for the team as required;
• Performs audio, copy-typing or self-correspondence of reports, protocols, memoranda, abstracts, schedules for medical and/or nursing ICML Staff;
• Maintains filing systems. Maintains databases and spreadsheets to provide information/reports as required by Clinical Director and the remainder of the ICML Staff;
• Arranges and organizes meetings, agenda, takes, transcribes and distributes minutes from meetings;
• Helps ICML existing staff to orientates new staff to department;
• Coordinates with concerned ICML Staff to collate staff scheduling, vacation, pay records and sick time requests;
• Assists the ICML Staff as required regarding arranging educational events including travel arrangements, room bookings and attendees;
• Coordinates educational administrative activities including the development and maintenance of registration databases and the production and distribution of course materials;
• Liaises with course presenter/instructor on course calendar, event scheduling and preparatory matters;
• Manages all administrative aspects of seminar/conference/symposium including promotion, logistics, report writing and evaluation;
• Maintains filing systems. Maintains databases and spreadsheets to provide information/reports as required by the Clinical Director/ Nurse Manager /Educators/ ICML Staff;
• Produces manuals, instruction booklets, pamphlets etc. for course attendees;
• Assists in organizing meetings and takes, transcribes and distributes minutes from meetings;
• Prepares reports on attendance, evaluation, revenue of each event for planning and coordination of future activities;
• Liaises with the ICML management offices locally and internationally on matters of the project and the ICML Staff;
• Ensures the Clinical Director, Nurse Manager and the ICML Project Manager are informed of and aware of significant events and activities in the area(s) of responsibility;
• Ensures ICML is informed of and aware of significant events and activities in the area(s) of responsibility and ensure collection and compilation of all documentations, intellectual property and other relevant information about ICML activities within the ED and other relevant activities in the ED as may be required by ICML;
• Assists the Clinical Director and the Nurse Manager in the preparation and compilation of the monthly reports to be produced by them to the ICML Project Manager and to ICML on the activities of the ED with particular emphasis on the activities of the ICML Staff at the ED for the preceding month highlighting areas of success, areas of deficiency and forecasting possible future encumbrances including laying out the steps for overcoming the same with the aim of providing safe and efficient healthcare services;
• Generally, has a duty of care to ICML and works with and cooperates fully with ICML and the ICML Project Manager in the implementation of all aspects of the Agreement between the Ministry of Health and ICML;
• Performs other professional duties as may be assigned within his/her scope and ability.

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