Office Manager/ Executive Secretary

PURPOSE OF POSITION 

Under direction, with moderate latitude for  initiative and exercise of judgment, performs confidential and difficult, multidisciplinary work involving dictation, transcription, preparation of correspondence, collections of departmental reports and metrics, handling of telephone calls, arrangement of appointments, maintenance of files and office routines and procedures. Responsible to an Executive Officer of the Corporation, Executive Director, Deputy Executive Director or Senior Executive staff members at Central Office. May perform designated administrative assignments within prescribed limits related to the functions and authorities of the Executive Officer  

ROLES AND RESPONSIBILITIES:

Take dictation of confidential and/or complex nature, transcribes, uses shorthand or transcribing machine (e.g. correspondence, detailed reports and technical matters).

Prepares agenda, assembles materials, makes necessary arrangements to prepare and record proceedings of meetings and conferences.

Make confidential contracts and attends to other confidential matters pertaining to quality management and performance improvement.

Assist Executives, Officers and Administrators with preparation of records and data and maintains confidential files.

Prepares and edits correspondence and reports; may compose own correspondence for Executives and Officers.

Answers, screens, and handles telephone calls, receives and screens callers and visitors, keeps schedules of  appointments, makes reservations, and handles anticipates conflicts in scheduling.

Keeps the Executive informed of pending matters, appointments, schedule conflicts, changes in workflow.

Keeps the Executive informed of critical changes in schedules, reports, meeting and correspondences.

prepares replies to correspondence and initiates action on matters other then those specifically requiring the attention of the Executive.

Supervises secretarial and clinical personnel assigned to the office when asked, and plans, assigns and reviews work such as personnel to assure satisfactory performance.

Participates in training programs to acquire knowledge of  hospital operations and skill development.

QUALIFICATIONS AND EDUCATION REQUREMENTS:

Master's Degree in Art or Science with a specialization in Hospital Administrative, Health Care Administrative, Administrative Medicine or Public Health when conferred for a program in hospital administrative from an approved college or university.

Four years of administrative experience and background at responsible management and administrative levels: or, 

An equivalent combination of training, educational background and experience in related fields and educational disciplines: and,

Knowledge of fundamentals of hospital organization, administration and standards, regulations and laws applicable to hospital operations. Knowledge of principles of business and personnel administration, management functions and support services functions and ability to direct and supervise personnel.

Ability to adapt easily and seamlessly to changes in workflow as guided by departmental needs.