1. REPORTS TO:
2. BASIC FUNCTIONS:
2.1 Primary liaison person between the staff and the Administration.
2.2 Feeds back concerns which involve the staff and facility functioning to his concerned Chain of Command.
2.3 Is the main liaison for Human Resources within the facility to the Company.
2.4 As Administrative staff sets an example for the rest of the staff in behavior and compliance with the Policies and Procedures of the facility.
2.5 Maintains an amiable relationship with
all the personnel he interacts with.
3. PRINCIPAL DUTIES:
3.1 Maintaining records and files of Correspondence.
3.2 Facilitating the entry and paperwork of all new employees into the facility and the system.
3.3 Facilitating the termination of all employees leaving the facility.
3.4 Creation of circulars and letters as advised by his Medical Director.
3.5 Maintaining of vital documents of the employees and passing them on to the Company when required.
3.6 All interaction between employees and the Company must be channeled through the Medical Secretary.
4. ADMINISTRATIVE FUNCTIONS:
4.1 All correspondence is filed by the Medical Secretary for easy retrieval on demand and escalated and / or circulated appropriately.
4.2 For the new employees:
4.2.1 Notification of arrival to the Medical Director
4.2.2 Receiving their documents for hand over to the Company through the Medical Director.
4.2.3 Organization of their entry pass I. D’s for their entrance into the Medical Center and Facility premises.
4.2.4 Organization for their Saudi Council for Health Specialties (SCFHS) and Scanning their documents and ensuring completion of the file before handing over to the concerned staff for the SCFHS Primary (Temporary) Registration.
4.3 For existing staff, keeps a schedule of, and ensures the schedules of:
4.3.1 Basic Life Support Courses (every 2 years)
4.3.2 Saudi ID or Iqama upon expiration (Annual Renewal)
4.3.3 SCFHS Registration (Three years)
4.3.4 Appraisal and Personnel Action Form (PAF) (After three months of probation, then annually) (The Appraisal and PAF, as per Policy.
4.3.5 Employee Appraisal should be completed 6 months before the completion of annual contract).
4.4 For staff going on leave, ensures completion of all documentary formalities (before departure, and after arrival) and any financial dues in coordination with the Company.
4.5 For non-Saudi staff going on Final Exit, ensures, in coordination with the Company:
4.5.4 Completion of the Clearance form and any other documentary requirements by the Company.
4.5.5 Clarification about Iqama and Bank Account process.
4.5.6 Final financial settlement.
4.6 Receiving of all calls coming into the facility and escalating them accordingly and appropriately.
4.7 Communication between the facility and all outside areas is through the Medical Secretary, by Fax, by couriered Hard Copy or by CD.
4.8 Maintenance and updating of staff database, with mobile numbers and other vital information.
4.9 Maintain confidentiality of:
4.9.1 The information within the facility, keeping in mind the secure nature of the workplace.
4.9.2 All documents coming into the facility, as guided by the Chain of Command
4.9.3 Employee information, ensuring that such information (for example pay slips) are not disseminated to all employees
4.10 Maintains a record and adequate stock of, all forms pertinent to his job requirements.
4.11 Escalates as an Incidence Occurrence Report (IOR) / Occurrence Variance Report (OVR), any untoward incident which may happen in the course of his routine work.
4.12 Maintains minutes of the meetings for the Committees in which he is involved.
4.13 Follows the Policies and Procedures of the facility.
5. ACADEMIC FUNCTIONS:
5.1.Participate in Quality Management programs.
5.2. Participate in continuous educational programs.
6. EXPERIENCE & QUALIFICATIONS:
6.1. Diploma in Medical Secretary or health administration field or secondary Certificate.
6.2. Study not less than 6 months.
6.3. High level of comfort with computers and applications
6.4. Able to work under pressure.
6.5. In good physical health, emotionally stable and have the ability to perform for long hours under pressure.
7.1 This job description will be subject to periodic review and may be changed at any time in Consultation with the concerned employee.
7.2 To facilitate Medical Center Services and in the event of emergency, the employee may be required to perform tasks which are out of the purview of the job description but within the scope of services of his department.
دبلوم سكرتارية طبية
شهادة تصنيف من الهيئة السعودية للتخصصات الصحية