Hospital Secretary

• A vacancy exists for a Hospital Secretary at Life Poortview, reporting to the Clinic Manager. A highly efficient, energetic and professional secretary is sought who will be able to cope with the demands and pressures of a very busy position. The incumbent will be responsible for liaising with a variety of internal and external stakeholders and will be expected to function at all levels within the management team.

Critical Outputs

• Provide full secretarial support to the Senior Management Team, which entails typing of all relevant correspondence and statistics, flight/ travel arrangements, message taking, diary management and setting up of meetings, as well as accurate minute taking.
• Provide comprehensive administrative support, ensuring executive priorities, commitments, deadlines, and follow-up actions are effectively managed and delivered.
• Management of catering arrangements and venue bookings for management functions.
• Manage the boardroom and function bookings.
• The ability to critically judge situations that could potentially impact on the reputation of the hospital and facilitate an appropriate escalation response, demonstrating sound judgement, professionalism, and discretion in all interactions.
• Maintain strict confidentiality regarding patient information, employee matters, doctor information, financial data, Board documentation, strategic initiatives, and all business-sensitive information in accordance with POPIA and organisational governance requirements.
• Maintenance of a sound filing system for hospital management.
• Assisting other departments in the hospital with overflow work whenever possible.
• Telephonic and face-to-face liaison with doctors, patients and other key stakeholders in the business.
• Ad hoc projects and tasks which arise on a day-to-day basis. Assistance with complaint investigation and customer feedback.
• Facilitate assistance to dissatisfied clients who present to the management team.
• Maintain a database, in conjunction with the Marketing Manager, of the admitting doctors including annual professional registrations and indemnity insurance.
• Development of various presentations.
• Management of staff uniform ordering process.
• Maintain the stationery process in the hospital orders, budgets and distribution.
• Compilation of the month-end report for the hospital manager.
• Assist with record keeping and reconciliation of the healthcare waste.
• Maintain the internal telephone lists.
• Act as the central coordination point between hospital management, Human Resources, Information Technology IT, doctors, and other key stakeholders to ensure effective communication and seamless operational support.

Requirements

• Matric certificate with an office administration qualification.
• 3 to 5 years Secretary/PA experience desirable.
• Extensive knowledge of MS Office Word, Excel, PowerPoint and Outlook, SAP knowledge will be an advantage.
• The ability to deal with confidential matters and interact professionally at all levels, both internally and externally.
• This demanding job requires a well organised, energetic and enthusiastic individual who is willing to go the extra mile.
• Good interpersonal skills and communication ability as well as good telephone manner are essential.
• The ability to work in a pressurised and demanding environment, accuracy and attention to detail are critical.
• A valid motor vehicle driver's license.
• Basic financial knowledge will be an advantage.
• Knowledge of organising Board meetings will be advantageous.

Competencies

• Problem-solving, analysis and judgment
• Resilience
• Attention to detail
• Self management
• Verbal and written communication skills
• Deadline driven
• Planning & organising skills
• Action orientation
• Excellence orientation
• Building relationships & networking
• Customer responsiveness
• Ability to manage stress

Deadline:21st August,2026