Administrative Assistant (Executive Office) Jobs - Kampala Hospital ~ Ugandan Jobline Jobs

Organisation: Kampala

Hospital

Duty Station: Kampala,

Uganda

Reports to: Chief Executive

Officer (CEO)

Kampala Hospital is a privately owned hospital that was established in

2007. Our mandate was and is to bring non-existent services to the countries

that were often sought by many people who frequently moved abroad to seek

quality medical care.

Job Summary: The Administrative

Assistant will oversee all activities of the Office of the Chief

Executive Officer (CEO) and ensure its smooth

running and efficiency.

Key Duties and Responsibilities: 

1. Correspondence/ Appointment

Management:

• In
  
  charge of receiving and stamping all incoming mail


• Handle
  
  all office correspondence and redirect where necessary.


• Work
  
  closely with the CEO, reply to letters/queries on behalf of the Director
  
  when appropriate.


• Cordially
  
  answer and redirect incoming calls


• In
  
  charge of maintaining the CEO’s diaries and schedule appointments.


• Resolve
  
  time conflicts arising from the diaries


• Exquisitely
  
  handle the CEO’s cash expenditures and enter them in the vouchers


• Ensure
  
  that all director’s cash expenditures are signed by the recipients of the
  
  cash

• Manage
  
  CEO’s calendar and meetings including all logistics for the said meetings
  
  (venue, refreshments, types of meetings such as monthly review, weekly
  
  reviews etc.).


• In
  
  charge of circulating and distributing actions and confirm completion two
  
  weeks before the meetings


• Regularly
  
  review contents and quality of Board papers


• Confirm
  
  that all approvals are appropriately signed


• File
  
  all submissions and minutes

• In
  
  charge of implementing and maintaining a well-organized secretarial
  
  function which includes a complete administrative and filing system.


• Take
  
  minutes of meetings and ensuring distribution to all concerned within the
  
  shortest time possible.


• Confirm
  
  accuracy of incoming correspondence, liaise with originators and forward
  
  once ready for signature.


• Scan
  
  documents and systematically file.

• Book
  
  air tickets, accommodation and make transportation arrangements for travelling
  
  directors and managers.


• Confirm
  
  itinerary


• Inquire
  
  about travel visas for foreign trips and where required, make the
  
  necessary arrangements to obtain the visas.


• Support
  
  the traveling Director/Manager with any other logistical needs and stay in
  
  touch until the traveler comes back to the home office.


• Perform
  
  any other administrative duties as assigned by the CEO or his / her
  
  designate.

Qualifications, Skills and Experience: 

• The
  
  ideal candidate for the Administrative Assistant (Executive Office) should
  
  hold a Bachelor’s Degree in Office Management, BBA or related field.


• At
  
  least three years of administrative experience:


• Excellent
  
  communications skills (Written, Oral & Presentation)


• Computer
  
  literacy i.e. IT skills in MS Office (high Level)


• Fluency
  
  in both written and spoken English

All suitably qualified and interested candidates who know that they

meet the above criteria and have what it takes to excel in the above position,

should send an application letter, an updated CV that provides details of the

applicant’s specific qualification (copies of their “Academic Transcripts”) and

in addition MUST include details of present position, current remuneration and

contacts of three professional referees. Send your application using courier,

hand delivery or e-mail to the following address: hr@kampalahospital.com.

Note: Only shortlisted

candidates will be contacted. Kindly indicate the post title in the subject

line when applying by email.

Deadline: 30^th July,

2015