Admin Assistant

Summary

Provides clerical, administrative and patient support functions for the ward. Ensures smooth daily operations, assists nursing staff, maintains records, coordinates admissions and discharges, manages supplies, and upholds hospital policies, safety standards, and patient confidentiality.

Job Description:

• Responsible for keeping State Registered Nurse, Trained Assistant Nurse, Nurse-In-Charge and Unit Manager informed of incidents or reportable situations.
• Maintains unit statistics including bookings and mailing.
• Performs clerical duties requested by Unit Staff, Unit Manager and Nursing Administration.
• Organizes and maintains patient medical records confidentially and accurately.
• Maintains adequate stores and reports shortages.
• Assists with laundry and linen supply.
• Updates and replenishes disposable items.
• Coordinates with Admission and Discharge Services for bed allocations.
• Assists in ward admissions and completion of admission procedures.
• Performs reception duties and responds to queries efficiently.
• Escorts and assists patients as directed.
• Liaises with patients, staff, relatives, hospital personnel, Medical Officers and visitors.
• Reports incidents, accidents, losses or complaints.
• Completes documentation required for records.
• Coordinates patient appointments and ensures past treatment information is provided before discharge.
• Supports nursing staff during busy periods.
• Carries out duties as assigned by Unit Manager or Management.
• Maintains teamwork within the organization.
• Acts as first contact for patients, families and professionals visiting or calling.
• Ensures clerical details comply with policies, procedures and guidelines.
• Documents and updates patient charts with ancillary reports and forms.
• Maintains discharge summary records.
• Updates charge forms for laboratory, X-ray or procedures.
• Maintains bed availability records and ensures first-come-first-serve allocation.
• Organizes postages and dispatch of items, specimens and enquiries.
• Ensures case notes, laboratory results and records are arranged and sent to Medical Records Department.
• Tracks case notes moving out of ward and ensures return post procedure.
• Prepares outpatient appointment lists for discharged patients.
• Records daily charges for disposable items and consumables.
• Assists lifting, positioning and transferring patients safely.
• Assists in treatment of pressure sores.
• Chaperones consultants for procedures or ward rounds.
• Participates in mandatory training and new services.
• Maintains personal leave and training records.
• Adheres to hospital policies, nursing code of conduct, confidentiality and infection control.
• Assists in equipment maintenance, readiness and reporting faults.
• Maintains adequate supply stock.
• Supports Baby Friendly Hospital Initiative.
• Participates in 5S and Standard People Practice.
• Ensures compliance with patient safety goals.
• Addresses patient and family rights.
• Complies with legislated Management System requirements.
• Complies with occupational safety and health instructions.
• Carries out duties under Occupational Safety and Health Act 1994 including safe practices, cooperation, PPE usage and adherence to safety guidance.

Requirements:

Education

• SPM Qualification

Knowledge and experiences

• On-the-job training provided
• Hospital experience is an advantage

Skills & competencies

• Fluent verbal and written communication in English and Bahasa Malaysia
• Good communication and interpersonal skills
• Good customer service skills
• Organized and detail oriented
• Able to multitask
• Able to maintain confidentiality
• Basic computer literacy
• Able to work scheduled hours and respond during emergencies

Special skills required

• Teamwork
• Handling patient records
• Basic patient assistance including lifting and positioning
• Handling medical forms, charts and stock records
• Knowledge of hospital policies and patient safety standards

Personal attributes

• Good communication, counseling and interpersonal skills
• Able to guide, support staff
• Maintaining dignity, privacy and confidentiality of patients and staff
• Responsible, honest and reliable
• Prepared to work as part of a team