Administrative Assistant (Executive Office) Jobs – Kampala Hospital

Organisation: Kampala
Hospital
Duty Station: Kampala,
Uganda
Reports to: Chief Executive
Officer (CEO)
About
US:
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
2. Meeting Support:
  • 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
3. Record Management:
  • 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.
4. Travel Support:
  • 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
How to Apply: 
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: 30th July,
2015

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