Hospital Secretary

2 weeks ago

Kuala Lumpur, Kuala Lumpur, Malaysia ANIMAL MEDICAL CENTRE SDN BHD Full time

OBJECTIVE
To ensure that the Hospital is running effectively in discharging its services

To improve customer service and client satisfaction.

To coordinate and manage ongoing marketing plans, promotion and education via online (i.e. Facebook & webpage) or inhouse platforms.


To oversee all maintenance and repairs by the appointed contractors as well as review the quotations and bills before approval by Director.

To oversee and audit together with HR Manager the cleaning and security services the company has appointed.


To ensure overall hospital operational flow is inline with best practice / service standards and social medial image and branding is upheld.


ESSENTIAL DUTIES AND RESPONSIBILITIES

  • To perform all secretarial tasks as required by Director and to ensure "Good Standard of Practice" is followed in administration of the Hospital.
  • To support all company secretarial role for the organisation and to ensure all licenses, trademarks, registrations and management of all online portal associated with the hospital and its operations or services.
  • Support director in managing daytoday operating expenditures against operating budgets to ensure efficient usage of resources, sourcing of new equipment and renovations. Follow thru on all agreements which have been reviewed by legal with contractors.
  • Schedule appointments for administrators and manage directors & departments calendar/duty roster.
  • Monitor, audit and report on departmental operational SOP's, service delivery and customer service requirements.
  • Ensure internal customer service is periodically reviewed for the following departments (Reception, Nurses, Pets Paradise, Laboratory, Physiotherapy, Pharmacy)
  • Review all customer complaints/issues log which are submitted to HR from various departments and follow up on customer issues amicably.
  • Ensure a culture of clear communication and recording is maintained to ensure that information is not misunderstood by clients expecting good service delivery.
  • Manage and update the company's official Online Platforms (Facebook and corporate web page) and work with the marketing team on articles, videos and updates to maintain a positive image for the site.
  • Formulate message content and work along with the marketing department to ensure programmes, information and updates are tastefully and correctly displayed.
  • Handle incoming phone calls, including screening calls and ad hoc tasks to ensure good hospital operational flow, as needed during periods of short staffing and peak operational periods.
  • Manage and coordinate building contractors via photos, chat groups and provide appropriate documentation for work and timely completion. Inform Directors on urgent building matters or quotes that quirere review / reasesmnet. All pending payment due to be verified on task completion before release of payment
  • Monitor policies and procedures in departments through meetings, reports and performance indicators. Where HOD leadership is weak Director to be informed and review and audit is formulated.
  • Serve as the bridge between hospital administration members and the public, with an overall goal to improve customer satisfaction, and sustain good service delivery.
  • Anticipate the needs of hospital administration and act accordingly.
  • Positively represent the directors, and company should you be called upon to represent them in meetings, events ,etc.
  • Coordinate meetings and minute preparation for dialogue sessions between departments promptly and ensure key matters are included in operational flow. (i.e. finance, reception, nurses, vets etc)


Coordinate daily meetings with the Directors to update them on the on daily weekly, monthly reports and suggestions for forward planning.

SKILLS & QUALIFICATION

  • 3 to 5 years Experienced in Hospital Services
  • IT knowledge and computer literate
*Fluent in English and Bahasa

*Can work longer hours and 5.5 days working environment

*Pet Lover esspecially dog & cat

  • Healthy & private transport

Job Types:
Full-time, Contract

Contract length: 12 months

Salary:
RM3, RM4,500.00 per month

Benefits:

  • Health insurance
  • Opportunities for promotion
  • Professional development

Schedule:

  • Day shift

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