Job Description Department: Nursing Title: Executive Secretary
Reports to:
CNO.
Accountability:
CNO.
Job Summary:
Responsible for
assisting the CNO by summarizing information in a meaningful manner for quick decision
making; scheduling daily, weekly & monthly meetings & maintaining minutes;
follow up on the decisions taken; assist the guest relations team in resolving patient
complaints when they approach CNO; follow up
with all Nursing House Supervisors, Area Supervisors and Head Nurses as the CNO
representative.
Responsibilities and duties:
·
Due diligence
of all documents, foreign nurse’s contracts, purchase requisitions, purchase orders,
E-mails forwarded to CNO for approvals by ensuring that all company mandated policies
and procedures have been adopted.
·
Summarizes
information in an understandable way for quick deployment.
·
Performs
research on areas of health care projects and topics as mandated by the CNO.
·
Schedules
daily, weekly and monthly meetings in coordination with the whole nursing department;
maintains minutes & follow up on decisions taken.
·
Keep track
of nursing departmental Key performance indicators and activate quality improvement
projects.
·
Archives
all documents/files related to the management of CNO office.
·
Assists the
Guest relations, billing and legal department as warranted to mitigate patient grievance
issues when they approach the CNO office.
·
Assists CNO
in community relations by being her representative in attending internal & external
meetings or events.
· Fosters team spirit by listening to and attending
the needs of the nursing leaders; developing cooperative relationship with the whole
nursing department.
·
Replace the
education office secretary in her absence.
· Handover penalties, warning letters and all related
nursing office to H.R department with keeping a register of all document handover.
·
Make the
invitation, take the minutes of the leadership committee and send the record of
the committee to the concerned employees and quality department in the absence of
the education office secretary.
· Participate in quality
systems and projects.
· Read all E-mails of the CNO and prepare a copy or
a report to the CNO on a daily basis.
· Arrange the interviews, meetings and appointments
of the employees with the CNO.
· Prepare the agenda of meeting for the CNO and remind
for any meeting of the nursing department.
· Coordinate with the nursing educators for prompt
and proper reply on any guest relation feedback or incident reports.
Management Responsibilities:
·
Oversight of CNO office.
·
Due diligence of documents
and processes on behalf of CNO.
·
Connection between the
CNO and all HOD’s
Competency:
·
Education:
Bachelor of Information
system or commerce.
·
Experience:
2-3 years experience as an Executive Secretary.
·
Training
: Annual Internal
/ External Management, Secretary and Quality Courses.
·
Skills: Excellent
command over written & spoken English; Excellent command over Microsoft Office
and internet handling; Intercultural People Management; Cosmopolitan etiquette;
Conflict resolution and Time Management.
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