Medical Secretary-Operations Management

JOB DESCRIPTION

Responsible for providing secretarial support to the supervisors, Division Chairs and the Physicians of the assigned Medical Departments by running the Departmental Requests and handling information requests for the physicians. The goal of the medical secretary support is to ensure a smooth workflow of our medical services, through the physicians who will deliver the best care to our patients.

RESPONSIBILITIES

• Manages the conduct of all general affairs which affect the supervisor of the assigned office
• Coordinates and provides assistance with the appointment for the visitors and assists with the telephone callers to subordinate personnel, as necessary
• Facilitates screening and replying to email and re-routing it to other units for action, where appropriate
• Manages paperwork and required signatures from the supervisor
• Handles routine queries personally
• Maintains confidentiality of information and correspondence for the supervisor’s signature
• Establishes a variety of correspondence and compiles periodic reports on board instructions from the supervisor
• Provides routine information from records to other organizational units
• Maintains proper files and other office systems necessary
• Handles minor administrative matters, based on knowledge and judgment of Hospital regulations, procedures and policies
• Completes project assignments as requested
• Prepares a monthly template for On call and circulate it to concern department and other entities.
• Maintains all required physicians training .
• Communicate with internal & external parties like DOH for schedule exam with other examiner if applicable.
• Manages the daily/weekly/monthly agenda and arrange new meetings within division, internal and external users, and write minutes if applicable.
• Prepares LOGbook for Surgeon physicians as per request.
• Undertakes reception duties, from answering the telephone to redirecting callers
  
  
  

Accountabilities

• Ensures all documents are in the appropriate format
• Maintains the highest standards of the patient care
• Monitoring office supplies and ordering replacements.
• Assists with copying, scanning, faxing & emailing
• Reports any unethical issue & informing about any of risk indicators in the hospital
  
  
  

QUALIFICATIONS

Experience :-

Required:

• UAE Nationals are exempt from experience requirements
• Knowledge of MS Office, databases, and Oracle systems
• 1-2 years of experience as a Secretary would be advantageous.
• Strong verbal and written communication skills
• High degree of attention to details
  
  
  

Desired:

• N.A.
  
  
  

Educational Qualification: Required:

• Diploma in Medical Secretarial Studies.(NLT 2 years curriculum).
• Bachelor Degree in Administration or equivalent
• Diploma or Bachelor’s degree in Business Administration preferred.
• Additional training in Medical Administration is a plus.
• Secretarial School Diploma (NLT 2 years curriculum) or equivalent
• A qualification in a medical field
  
  
  

Desired:

• N.A.
  
  
  

ABOUT US

At SSMC, we firmly believe that the human touch is a fundamental part of care. We understand that health care is both an art and a science, running deeper than simply diagnosing and treating those who rely on us. Our SSMC Model of Care puts our patients at the forefront of our purpose and at the heart of everything we do, ensuring that the needs of our patients come first. Every one of our patients receives individualized attention from a multidisciplinary team of experts who collaborate closely to deliver trusted and compassionate care. From the very first point of contact with SSMC, to the moment patients are back home, we ensure speciality-specific care at every stage and in every interaction. As one of the largest tertiary hospitals in the UAE, SSMC provides access to specialist medical treatments and advanced diagnostics, with a commitment to becoming a Destination Medical Center in the UAE and wider region.

ABOUT THE TEAM

About Sheikh Shakhbout Medical City (SSMC)

SSMC is the largest tertiary hospital in the UAE and serves to elevate the provision of health care services in the nation under the mandate of the Abu Dhabi Economic Vision 2030.

Supported by the latest diagnostic and treatment modalities available, SSMC offers care in 44 specialties. A team of locally and internationally trained medical, clinical and admin professionals work seamlessly together, which promotes comprehensive interdisciplinary learning, allowing SSMC to become a leading hub for integrated patient-centric medical services in the region.

As the region’s leading tertiary facility, SSMC has 742 patient beds, 18 operating theatres, and includes a hybrid operating room, 26-bed neonatal intensive care unit, and the UAE’s largest pathology lab.