Job Title: Administrative Assistant (Executive Office)
Organisation: Kampala
Hospital
Hospital
Duty Station: Kampala,
Uganda
Uganda
Reports to: Chief Executive
Officer (CEO)
Officer (CEO)
About
US:
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.
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.
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:
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: [email protected].
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: [email protected].
Note: Only shortlisted
candidates will be contacted. Kindly indicate the post title in the subject
line when applying by email.
candidates will be contacted. Kindly indicate the post title in the subject
line when applying by email.
Deadline: 30th July,
2015
2015
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