Senior Administrative Services Specialist

Role Overview

Senior Administrative Services Specialist at King Abdullah bin Abdulaziz University Hospital.

Role Purpose

Provide and coordinate a wide range of administrative and secretarial services in the CEO office, ensuring effective and efficient service delivery of the assigned Executive Division through management of office tasks, clerical processing, data tracking, supplies and office equipment monitoring.

Key Responsibilities

Administrative & Secretarial Services

• Deliver comprehensive administrative and secretarial services in the CEO office.
• Maintain confidentiality of all sensitive information at all times.
• Review all incoming communications in the assigned department and prioritize as appropriate.
• Draft letters and reports on behalf of the CEO to a high standard of English.
• Take dictation and/or transcription, type and distribute correspondence and reports.
• Facilitate effective communication, both oral and written, to and from the CEO office.

Office Systems & Operations

• Manage and coordinate the filing system to ensure smooth running of the office.
• Establish and maintain office administration systems.
• Develop and maintain computerized office systems to deal efficiently with paper flow, including Microsoft Access Database.
• Organize office supplies and coordinate repairs to office equipment.
• Troubleshoot office equipment malfunctions.

Meetings & Events

• Coordinate all communication, documentation, venue bookings and refreshments with regard to meetings and committees.
• Attend meetings, take minutes and follow up on actions as required.

Support & Training

• Assist in providing support and guidance to staff within the CEO office in all computer systems, including review, proofreading and formatting of computerized documentation.
• Train new staff in all aspects of their primary duties and responsibilities and cross-train current staff in new duties or to further their understanding of existing duties.

Quality & Patient-Centered Care

• Respect patients and their families to promote a patient-centered care culture.
• Participate in and support quality improvement and patient safety activities as an individual or as part of multidisciplinary teams.
• Perform other duties as assigned or needed.

Qualifications & Experience

• Bachelor's Degree in Business Administration.
• 6 years of experience.
• Held supervisory administrative role at a healthcare setting.
• Saudi Nationality only.