This is an administrative position, involving responsibility for general departmental management performing a variety of complex secretarial /clerical, and administrative duties requiring comprehensive knowledge of the Clinical Governance Department and program. The administrative secretary exercises independent judgment and action, including making frequent decisions in accordance with delegated responsibilities from Director, Clinical Governance. Primary emphasis is placed upon relieving the Director of administrative details by preparing considerable correspondence, compiling and summarizing data into concise form and by preparation of reports. Also serving as a Document Controller who will manage the development, approval, issue, change, distribution, maintenance, use, storage, security, and disposal of documents.
High School Diploma or Bachelor’s Degree
Secretarial or Administrative certificate recommended
Professional Experience/ Knowledge:
Two (2) years of previous administrative experience for which at least one (1) related to health care or quality.
Advanced Computer Skills in Windows, MS Office, Excel, Power Point, Internet and Email.
Knowledge of medical terminology/common clinical policies and procedures
Experience in document management software tools.
Possesses good knowledge in document control and management processes and standards
Strong communication, interpersonal and organizational skills.
Tact, discretion and diplomacy
Team working skills
Communicates clearly and concisely in both oral and written format (English)
Ability to prioritize and multi-task in a fast-paced deadline sensitive environment.
Ability to take minutes (recording or short hand) and transcribed into accurate decision driven minutes in a timely fashion.
Ability to be flexible and adaptable in a variety of situations.
Remain calm under trying circumstances and work with frequent interruptions.
Strong attention to detail.
Effective decision making
Ability to analyse and interpret general reports, hospital policies, technical procedures or numeric information.
Ability to compile/write reports, correspondences, and progress reports in relation to data submission, entry and results.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Ensures the Clinical Governance Department runs smoothly and effectively by handling all correspondence (Telephone, email, written) professionally, politely accurately and timely.
Processing all received and sent documents and files as necessary which may include word processing, typing, editing or formatting with a very detailed approach.
Having excellent customer service skills
Typing and collating reports which may have confidential content.
Manage data bases, data entry on a regular basis with an attention to detail and accuracy
Keeping Track of All Quality Documents and Version Control
The document controller keeps track of all Quality Documents by reviewing both hard files and computer database files on an ongoing basis.
Keeps track of every version of draft and approved documents.
Notifies all staff via email about newly published quality document.
Performing Edits on Quality Documents:
Responsible for performing edits on documents before submitting them for approval in order to prevent organization documents from being disqualified. This entails checking the documents for typographical errors, misinformation, spelling and punctuation errors that will result in a document’s disqualification.
Validating , Publishing and Updating Controlled Documents on the electronic system
Ensures that a document or file must be checked and approved before publishing. This is the task of a document controller that all documents published are approved by the Senior in charge.
Controls copying and printing of documents from electronic system
Coordinates all administrative duties for the Director of Clinical Governance and Team
Coordinate all administrative duties related to accreditation, licensing and regulatory agencies such as registration, booking, scheduling, agenda, transport and accommodation
Work independently and complete and organize multiple tasks.
Liaise with staff internally and with external contacts as needed.
Assist in arranging internal and external events
Organize and servicing meetings (producing agendas and taking minutes)
Developing and Maintaining Document Control Process for an Efficient Document Management System:
Complies with the document control policy, in specific document development, approval, publishing and control.
Coordinating and Planning with the Team:
Communicate with management and various team leaders and staff members to ensure the flow of information is accurate and effective.
Collaboration with staff during document preparation in order to make submissions early.
Setting Up Electronic Library System for the Management of Quality Documents:
Categorizes the documents in an organized manner.
Maintaining Confidentiality and Security of Information:
Understands that organization’s information will only be disclosed to authorized users at specific times of need. It entails holding sensitive data in a secure environment limited to an appropriate set of authorized individuals or organization.
Maintains confidentiality and security when using hospital computers.