Administrative Assistant (Sakina)

Role Overview

Administrative Assistant (Sakina) at SEHA, providing administrative support to the department and facilitating the flow of work.

Role Purpose

Provide comprehensive administrative support to the department by managing office operations, communications, scheduling, documentation, and filing systems to ensure smooth departmental function.

Key Responsibilities

Administration & Office Operations

• Execute administration-related activities in the department.
• Manage office equipment including postage machine, printers, fax, photocopier, conference phone and projector.
• Ensure all office equipment is in working condition.
• Maintain adequate office supplies.
• Develop, modify, and maintain databases related to departmental activities as assigned.
• Prepare worksheets and charts as directed.

Communications & Telephone Management

• Answer telephone calls and transfer calls to appropriate parties.
• Take down requests for appointments.
• Respond to verbal and written inquiries in a timely manner.

Coordination & Liaison

• Liaise with facility staff on behalf of the Manager.
• Provide assistance for activities such as coordination between various departments, reviewing reports, conducting studies and correspondence.
• Support coordination of interdepartmental activities.

Meetings & Scheduling

• Maintain internal schedules.
• Facilitate meeting and appointment participations.
• Coordinate administrative support for meetings.
• Undertake follow-up actions for meeting coordination.
• Take minutes of meetings and document them.
• Support the smooth execution of meetings and appointments.

Travel & Accommodations

• Arrange travel and accommodations for team members as required.

Filing & Documentation Systems

• Manage the filing system in the department.
• Arrange a proper filing system for correspondences received or sent from the Manager's office.

Training & Onboarding

• Provide familiarization training for new Human Resource employees.
• Familiarize new post holders with the running of the department to ensure they gain competency in their duties and responsibilities.

Team Collaboration

• Participate in team efforts as required from time to time.
• Collaborate with other members of the team to carry out work smoothly.
• Contribute to team effort.

Client Service

• Maintain client service standards.

Qualifications & Experience

• Diploma or equivalent in any field (required).
• Bachelor's degree or equivalent in any field (desired).