Administrative Secretary

Administrative Secretary

Qualifications and Experience

Applicants must have:

• Bachelor’s degree in Healthcare Administration, Medical Administration, Human Resource or a related field.
• Minimum of 5 years of experience in an administrative role, preferably supporting senior executives.
• Strong organizational, multitasking, and time-management skills.
• Proficiency in using office software (e.g., Microsoft Office Suite) and scheduling tools.
• Strong customer service orientation with a focus on providing support to hospital staff.
• Knowledge of healthcare industry terminology and practices is a plus.

Key Responsibilities

Administrative Support:

• Manage the CEO’s calendar, schedule appointments, and organize meetings.
• Prepare and edit correspondence, reports, presentations, and other documents for the CEO.
• Handle travel arrangements and itineraries for the CEO, including booking flights, accommodations, and transportation.
• Maintain a filing system for important documents, ensuring confidentiality and accessibility.
• Perform general office duties such as ordering supplies, managing office equipment, and coordinating office maintenance.

Meeting Coordination:

• Plan and coordinate executive meetings, including board meetings, leadership team meetings, and other high-level gatherings.
• Prepare agendas, compile meeting materials, and distribute them to attendees in advance.
• Record and distribute minutes of meetings, ensuring timely follow-up on action items.
• Arrange catering and other logistics for meetings and events as needed.

Communication and Document Management:

• Serve as the primary point of contact for the CEO, screening phone calls, emails, and visitors.
• Handle incoming and outgoing communications, ensuring prompt and professional responses.
• Draft and proofread emails, memos, and other communications on behalf of the CEO.
• Coordinate communications between the CEO and hospital staff, board members, and external stakeholders.
• Ensure all documentation is accurate, up-to-date, and compliant with hospital standards.
• Maintain confidentiality and security of sensitive information.

Project Support:

• Assist the CEO with special projects, research, and data analysis as required.
• Track project progress and ensure deadlines are met.
• Prepare reports and presentations for various projects and initiatives.
• Provide administrative support for strategic planning and organizational development activities.
• Preparation of concept notes for various hospital initiatives.

Executive Liaison:

• Act as a liaison between the CEO and other executives, department heads, and staff.
• Foster positive relationships with internal and external stakeholders.
• Handle confidential information with discretion and professionalism.
• ·Coordinate and assist with executive outreach and external relationship management efforts.

Key Competencies

• Communication Skills: Excellent written and verbal communication skills. Ability to communicate effectively with employees at all levels of the organization.
• Organizational Skills: Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Attention to Detail: High level of accuracy and attention to detail in all aspects of work.
• Customer Service Orientation: Strong customer service orientation with a focus on providing support to hospital staff.
• Confidentiality: Ability to handle sensitive and confidential information with discretion and professionalism.
• Problem-Solving: Proactive approach to identifying and resolving issues that may arise

Salary will be paid in accordance with the experience and requirements for the post. with the terms stipulated by The Board of St. Jude Hospital.

Applications accompanied by resume and certified certificates should be submitted no later than, Friday August 8, 2025 and sent to:

         Human Resources Department     St. Jude Hospital       P.O. Box 331       Vieux–Fort     St. Lucia.

              (Whilst we thank all applicants, only shortlisted candidates will be contacted)