The incumbent will be responsible for the co-ordination of all secretarial work in the ward.
The Ward Secretary is also responsible for receiving all new patients, visitors, and doctors into the ward and to make them feel welcome.
The incumbent is further responsible for assisting in maintaining stock levels in the ward and should work closely with the allocated stock
The incumbent will further be required to assist the ward staff and the Unit Manager.
Key work output and accountabilities
Perform a public relations function by liaising with patients, relatives, doctors and external organisations.
Administrative duties which include but not limited to:
Answers the telephone in a friendly and professional manner.
Takes messages for staff, patients and doctors.
Discharge / Transfer of patients
Create and update files
Complies monthly stats
Takes minutes at meetings.
Controls stationary budget
Liaising with laundry, maintenance and kitchen services
Assist Unit Managers with monitoring of off-duties, leave and cost containment.
Assist with staff shift planning in the ward if required.
Schedule nursing staff hours on Kronos system. Assist with editing of time cards on Kronos.
Transcribe off duties to staff allocation book.
Assist with management of stock in the absence of a Stock Controller.
Ensure stock levels are at the required levels (stationery and ward stock).
Minimum of a Grade 12 Certificate
2-3 years’ experience in a secretarial position
Previous experience in a Private Hospital Environment
Relevant experience in Secretarial/Admin duties
Thorough knowledge of private healthcare environment
Admin/Secretarial Qualification would be advantageous
Knowledge of SAP IS-H is advantageous