مساعد إداري

Job Title: Administrative Assistant to the OUL

The Administrative Assistant will be a vital member of the OUL team, providing essential support to ensure the smooth operation of the department. This role demands a highly organized, detail-oriented individual with excellent communication skills and a proactive approach to managing administrative tasks.

• Calendar Management: Efficiently manage the OUL's calendar, scheduling meetings, appointments, and conferences, ensuring optimal time utilization.
• Communication: Handle all forms of communication, including emails, phone calls, and letters, maintaining a professional tone and ensuring timely responses.
• Report and Document Preparation: Assist in creating reports, presentations, and other documents, ensuring accuracy and clarity.
• Record Keeping: Maintain accurate and confidential records, files, and documentation, including meeting minutes and action items.
• Meeting Coordination: Organize and schedule departmental meetings, prepare agendas, and distribute materials. Track action items and ensure prompt task completion.
• Office Management: Perform general office duties such as ordering supplies, maintaining equipment, and ensuring a clean workspace.
• Data Management: Enter and update data in spreadsheets and staff databases, ensuring data integrity.
• Quality Outcomes: Monitor and maintain quality outcomes for RN residents, tracking attrition, retention, and vacancy rates.
• Project Support: Assist with special projects, research, data collection, and coordination of project activities. Monitor progress and report on milestones.
• Liaison Duties: Act as a liaison between the OUL and staff, addressing inquiries, scheduling meetings, and facilitating communication.
• Staff Coordination: Help with staff scheduling, coverage, and administrative tasks related to department personnel.
• Confidentiality and Compliance: Ensure confidentiality and adhere to privacy regulations, healthcare regulations, and internal policies.
• Recruitment and Induction: Assist with division recruitments, interviews, and new staff induction programs.
• Record Keeping and Tracking: Maintain records of department career ladder applications, approvals, and attendance.
• Office Organization: Keep the office environment tidy, ensuring organized filing systems and proper data retention.
• Accreditation and Recognition: Support accreditation programs and coordinate departmental recognition initiatives.
• Overtime Tracking: Monitor and track departmental overtime.
• Customer Service: Provide excellent customer service, addressing inquiries and directing staff to appropriate resources.

• Proficiency in computer applications such as MS Excel, MS Outlook, MS Word, and MS PowerPoint.
• Strong analytical and problem-solving abilities.
• Excellent interpersonal and customer care skills.
• Accurate and organized record-keeping.
• Minimum 2 years of experience in an administrative assistant role, preferably in a hospital setting.
• A degree in administration or a related field is preferred.
• Computer training and typing skills are essential.
• Strong command of oral and written English.

• Ability to work independently and manage multiple tasks.
• Proactive approach to problem-solving and task management.
• Adherence to safety protocols and cybersecurity standards.
• Commitment to continuous improvement and Fakeeh Care's Person-Centered care values.
• Completion of mandatory education as per the organization's requirements.