Job Title: Personal Assistant (01)
Reports to: Deputy Medical Director – Training, Education and Research
Location: Mengo Campus
Job Summary: Provide both administrative and clerical support to the Office of the Director.
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Duties and Responsibilities:
- Provide administrative support services to the Office of the Deputy Medical Director Training and Research for the attainment of the Training Schools and Hospital’s strategic objectives.
- Take minutes for all meetings called by the Deputy Medical Director Training, Education and Research, as well as keeping custody of all meeting documents.
- Manage the Office of the Deputy Medical Director Education Training and Research by keeping it tidy and presentable with all necessary materials.
- Provide general information regarding Mengo Hospital Training Schools and responding to routine inquiries or complaints from clients, Students, Staff and members of the public in line with School’s policies and management direction.
- Perform other office support functions, examples of which include receiving, sorting and ensuring distribution of incoming mail, Document filing and retrieval.
- Provide real-time scheduling support by booking appointments and shared resources like conference rooms, projectors to prevent conflicts.
- Screen phone calls and route callers to the appropriate managers and or employees.
- Generate reports, transcribe minutes from meetings, create presentations, and conduct research.
- Provide general support to visitors and or clients.
- Act as the point of contact for internal and external clients.
- Take part in organizing School events, meetings, and seminars.
- Ensure that office supplies are in stock when required.
- Perform any other duties incidental to the above as may be assigned by the Supervisor.
Qualifications, Skills and Experience:
- A bachelor’s degree in Secretarial Studies, Office Management or a related course from a recognised Institution.
- Minimum of two years’ experience in a similar position in a busy environment.
- Presentation and facilitation skills.
- Good communication and interpersonal skills.
- Good report writing skills.
- Computer literacy.