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Administrative Assistant

Job Code

30000531

Basic Function

Performs clerical and administrative support to the organization s/he is assigned to.

Scope

The Administrative Assistant performs general clerical and administrative duties for the team and its members. Responsibilities include handling correspondence, records and filing, responding to telephone calls, reception duties, and any other clerical responsibilities deemed necessary for the efficient running of the reporting area.

Principal Contacts

Internal: With all levels of personnel, clinical and non-clinical. With organizations within JHAH.

External: With patients and visitors where applicable.

Principal Duties

Performs the following duties:

  • Receives, sorts, logs, and distributes incoming mail as required.
  • Receives, logs, and distributes outgoing mail as required.
  • Types all kind of correspondence and reports.
  • Drafts simple letters.
  • Receives telephone calls and visitors.
  • Responds to routine inquiries.
  • Maintains office supplies as necessary.
  • Performs Receptionist duties where applicable.
  • Maintains organization's calendar and timekeeping as required.
  • Operates office machines (printer, scanner, fax machines) as required.
  • Performs duties specific to the organization /area assigned to as directed.   

Education

  • Completion of High School Certificate (12 years schooling).
  • 2 years Diploma in related field.

Experience

Minimum 2 years healthcare clerical experience is preferred.

Certifications/Other requirements as applicable

  • Ability to use office equipment.
  • Good communication skills.
  • Computer skills (Microsoft Word, Excel, Powerpoint, Outlook) is desired.
  • Ability to work on own initiative, be a self starter with little supervision.
  • Able to work in a diverse environment as part of a team.
  • Good command of English. Knowledge of Arabic is desirable.

Competencies

  • 1. Person-Centered Care
    • Establishes and maintains professional relations with co-workers.
    • Demonstrates ability to cooperate and respect for others.
    • Accepts diversity and differences.
    • Promotes relationships of trust.
    • Demonstrates respectful attitude, professionalism, consideration and compassion toward others.
  • 2. Quantity Of Work
    • Meets productivity requirements.
    • Completes work on time.
    • Adjusts to job pressures and changes in priorities.
    • Accomplishes more with fewer resources.
  • 3. Communicate Openly & Effectively
    • Communicates in a clear and concise manner.
    • Encourages open expression of ideas.
    • Listens effectively and seeks clarification and understanding.
    • Demonstrates effective presentation skills.
    • Writes clearly with full documentation.
  • 4. Drive For Results
    • Works with minimal supervision.
    • Demonstrates the ability to achieve desired results.
    • Attains results though positive actions.
    • Produces tangible results without negative side effects.
  • 5. Foster Teamwork
    • Works collaboratively with other team members.
    • Seeks input and involves others.
    • Makes valuable contribution to team objectives.
    • Works well with people of diverse values, opinions, skills, and goals.
  • 6. Plan & Organize Work
    • Creates specific action steps to execute work.
    • Involves others appropriately in the planning process.
    • Organizes and prioritizes work activities for self and others.
    • Considers staffing resource limitations when planning work.
  • 7. Cybersecurity
    • Enforces cyber security policies, protocols and standards.
    • Models and fosters awareness of cybersecurity.
    • Reinforces behaviors that  create a secure environment.
    • Seeks opportunities that reduce the risk of cybersecurity incidents.
    • Takes the necessary precautions when receiving suspicious emails.

 

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