Administration Officer

Required: Bachelor's degree or equivalent in Business Administration or relevant field OR Diploma in relevant field with 3 years of additional experience Desired: Master's degree or equivalent in English language or relevant field Key Responsibilities of the role Key Responsibilities of the role Corresponding Key Activities performed by the role Coordinating with various entities Contacting other departments, entities, clients, employees (as appropriate) to discuss issues/cases Documenting appropriate information and discussing them with superiors Following up on the progression of pending matters Providing relevant information in consultation with the superiors Executing administration related activities in the department Answering telephone calls, transferring calls to the appropriate parties and taking down requests for appointments Liaising with the facility staff Managing office equipment, including postage machine, printers, fax, photocopier, conference phone and projector and ensuring that of them are in working condition Ensuring office supplies are adequately maintained Providing assistance for activities such as coordination between various departments, reviewing reports, conducting studies and correspondence Supporting the smooth execution of meeting and appointments Maintaining internal schedules Facilitating meeting and appointment participations Coordinating administrative support for meetings Undertaking follow-up actions for meeting coordination Managing the filing system in the department Arranging a proper filing system for correspondences received or sent from the department Developing, modifying, and maintaining any other data bases related to own departmental activities as assigned Preparing worksheets and charts as directed Maintaining client service standards Responding to verbal and written inquiries in a timely manner Contributing to team effort Participating in team efforts as required time to time Collaborating with other members of the team to carry out work smoothly Facility specific Responsibilities of the role Corresponding Activities performed by the role SEHA Compliance guidelines Corresponding Activities performed by the role Complying with Policies, Procedures and Practices of the SEHA facilities and other regulatory requirements Complying consistently with facility policies, procedures and practices and ensuring alignment with SEHA facilities policies Completing and maintaining regulatory requirements including: licensure and certification and other mandatory training within established time frames Maintaining Confidentiality Maintaining confidentiality with regards to any information exchanged or received in the current capacity of role in accordance with facility policy Promoting Customer Service standards Assuming the role of a brand ambassador for the facility and promoting a customer focused philosophy in dealing with any stakeholders Maintaining positive and effective working relationships within the department/division and also with other departments/sections within the facility Performing any other duties as may be assigned relevant to the basic responsibilities of the role Adhering to the Occupational Health and Safety, Materials Management and Maintenance standards Adhering to requirements of the Occupational Health and safety guidelines and infection control guidelines Understanding and adhering to emergency preparedness plans/policies Ensuring Personal Effectiveness Recognizing the necessity of continuously developing skills and acquiring additional knowledge appropriate to the position Dressing appropriately to meet the expectations of the specific work area and in alignment with the Occupational Health and Safety policies Building key partnerships within the organization for pursuing client-centered, comprehensive, integrated systems of care Complying with any regulations related to mentoring, training and development of UAE nationals staff