Administrative Secretary

3 weeks ago

Kuala Lumpur, Malaysia Medivet Sdn Bhd Full time

Role

The primary function of an **Administrative Secretary **is to ensure that the **administrative **operations of the office they work in run smoothly. They report the Board of Directors and work exclusively in a standard office environment. They are responsible for the minuting activities and the deligation and review of the activities and processes managed by the Administration Department

**Skills**:

- **Communication skills **- Able to respond to customer complaints, explaining data to colleagues or making strategic plans with company higher-ups, it’s crucial that Administrative Secretaries have excellent written and verbal communication skills.
- **Computer proficiency**- Due to their need to regularly enter data and process documents, Administrative Secretaries must be able to use computers and type quickly. In some cases, they will need to be able to type a certain number of words per minute.
- **Customer service skills**- Given that Administrative Secretaries will be required to deal with a great number of customers on a regular basis, it’s crucial that they have excellent customer service skills and database management.
- **Attention to detail**- Administrative Secretaries will frequently need to schedule meetings, arrange conference calls and modify schedules. As such, they must have a high level of attention to detail.
- **Organizational skills**- Administrative Secretaries will be charged with handling large amounts of documents and information on a daily basis. Because of this, it’s important that they remain highly organized at all times.
- **Financial skills**- No matter which industry they work in, it’s likely that Administrative Secretaries will be required to handle or create financial documents, from budget sheets to expense reports. Thus, they must possess at least a basic knowledge of financial documentation and principals.
- **Coodinating Events and PR Activities** - To support coordination of corporate events, activties and including PR activties whereby liasing with the press and media houses.
- Managing the **Company Secretarial** documentation and all sensitive docuements which are required for proposals and registration for accreditation. Also involved in the registration, renewal and managements of all govt or regulatory licenses which the organisation requires to run the business.
- Must have own transport and able to travel as required

**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 day-to-day 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.
- Monitor, audit and report on departmental SOP’s, service delivery and customer service requirements.
- Ensure 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.
- Monitor policies and procedures in departments were HOD leadership is weak and prepare audit report.
- Track self/team progress against key performance indicators and sales plan. Prioritize and review daily sales activities performed.
- 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 administrators and the hospital as a whole over the phone, in writing and in person.
- Schedule appointments for administrators and manage directors & departments calendar/duty roster.
- Coordinate meetings and minute preparation for dialogue sessions between departments. (i.e. finance, reception, nurses,

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