Secretary📣 Job Ad

• Perform secretarial duties for the Department.
• Assist Head of Department with special projects as assigned.
• Maintain meeting calendar, arrange meetings, and schedule visitors.
• Answer all telephone calls; refer to appropriate staff as needed.
• Make travel arrangements.
• Receive and assist visitors with professionalism.
• Coordinate with Departmental Secretaries regarding inter-departmental notifications.
• Follow up on various department tasks and keep track of their progress.
• Assist department staff in applying for leaves/holidays and submitting monthly timesheets to HR.
• Prepare requests for screen access, email, and internet, and manage necessary system enhancements for staff.
• Manage and request office supplies and follow up on approval and purchase order processes.
• Responsible for the incoming and outgoing of documents, keeping files secure for future reference.
• Send office job orders and follow up until completion.
• Participate in person-centered care initiatives undertaken by HMG.
• Enrich patient experience with compassion, respect, and dignity.
• Perform other applicable tasks as assigned within the realm of knowledge, skill, and abilities.

• Educational: College graduate or Diploma in Business Administration, Secretarial Management.
• Experience: Four (4) years of experience in a similar role; hospital experience preferred.

• Prepare and print correspondence, letters, and daily reports.
• Organize and schedule official appointments and meetings.
• Coordinate communications between different departments.
• Archive and store files and documents systematically.
• Welcome visitors and manage meeting schedules.
• Assist in organizing events and administrative meetings.
• Prepare administrative forms and reports when required.
• Proficiently use Office programs (Word, Excel, PowerPoint).

• Minimum high school diploma; diploma or bachelor's degree in secretarial studies or management preferred.
• At least two years of previous experience in secretarial or administrative roles.
• Proficiency in English, both spoken and written.
• Skill in coordination, organization, and effective communication.
• Good knowledge of computer usage and office software.

• Grace and good interpersonal skills.
• Accuracy in work and speed in execution.
• Ability to maintain confidentiality of information.
• Flexibility and capability to handle work pressure.

We are seeking a detail-oriented and highly organized Secretary to support our office operations by managing administrative tasks, coordinating schedules, and ensuring smooth communication between departments and stakeholders. The ideal candidate will possess excellent interpersonal skills, proficiency in Microsoft Office Suite, and the ability to multitask in a fast-paced environment. Key responsibilities include:

• Managing calendars, scheduling meetings, and coordinating travel arrangements
• Handling incoming calls, emails, and correspondence
• Preparing and formatting documents, reports, and presentations
• Maintaining filing systems and organizing office records
• Taking and distributing meeting minutes
• Ordering office supplies and managing inventory
• Greeting visitors and providing administrative support to staff members
• Processing expense reports and basic bookkeeping tasks
• Coordinating office events and meetings