Administrative Position at Abuja Clinics

Purpose of the Post

• To provide a strictly confidential personal assistant role to the Chief Executive Officer, to manage his workload, assist him/her in her tasks on hand and act as gatekeeper to him/her.

Main Responsibilities

• To provide a comprehensive secretarial and administration service to the Chief Executive across the range of his work.
• To maintain and organise the Chief Executive’s diary, filing system and all other relevant areas as necessary.
• To support the Chief Executive in her projects, proposals, bids, etc. through research, consultation, team-management
• To facilitate meetings, schedule debriefing meetings so follow up action can be implemented. Also by arranging refreshments, seating and taking minutes if required to do so.
• To respond to Board member and other stakeholder queries in a timely and professional manner, both orally and in writing.
• To co-ordinate all senior management and Board member travel arrangements
• To compile Board papers and ensure they are sent in good time for meetings. To circulate reports, minutes and agendas for Board and Sub-committee meetings. To liaise with the Chairman and other Board Members on various matters as required.
• To be responsible for receiving enquiries and providing an effective referral service to service users.
• To maintain the complaints file and ensure all complaints are responded to within target timescales.
• To maintain and continuously keep up to date all company’s mailing lists.
• To ensure the effective management and update of all relevant databases.
• To liaise positively and professionally with colleagues and visitors;
• Commit to working proactively to support both the team and project output;
• To be amiable, professional and approachable at all times.
• Any other duties commensurate with the accountabilities of the post.

Person Specification

Qualification & Training:

• Educated to Degree level in Secretariat studies is desirable.

Experience:

• 4-5 years previous experience in a similar role;
• Age required: 25-34 years.

Skills:

• Excellent IT Skills, including use of ICT packages i.e. Word, Excel, Power point, Access.
• Strong interpersonal skills with an approachable personality;
• Excellent letter writing and organisational skills

Knowledge:

• Good knowledge of database systems and processes
• Clear understanding of confidentiality
• Health & Safety Legislation.

Ability:

• Ability to work under pressure to agreed deadlines and adapt to change.
• The ability to pay high attention to detail to ensure that high quality work leaves the organization
• Ability to work in a flexible manner - out of hours as required.
• Excellent written English and the ability to communicate at all levels