Administration Officer (Sakina)

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 with regards to any information exchanged or received in the current capacity of role in accordance with facility policy

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

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

Bachelor's degree or equivalent in Business Administration or relevant field OR

Diploma in relevant field with 3 years of additional experience

Master's degree or equivalent in English language or relevant field