Administrative Assistant

Overview:

The Admin Assistant role is responsible for providing administrative and support duties to the Administration department and may function as a liaison between departments and others external to M42.

Responsibilities:

Organizational Culture & Compliance:

• Adheres to the division's policies, procedures and standards while ensuring compliance with applicable regulatory bodies.
• Contributes towards an innovative culture of continuous improvement for enhancing operational efficiency and effectiveness.
• Participates in meetings and maintains professionalism and confidentiality as per the organization's standard code of conduct.
• Completes personal performance evaluation cycle in a timely manner.
• Actively identifies and manages risks, seizing potential lost opportunities and contributing to a culture of continuous improvement.

General:

• Acts as an advocate for the vulnerable, challenging poor practice and discriminatory attitudes and behavior relating to their care.
• Contributes to the wider corporate and organizational development needs as appropriate within the scope of practice.
• Takes responsibility to ensure complaints, concerns, and recommendations are escalated appropriately and documented.
• Takes action to report incidents, including near misses; to ensure as an organization we learn.
• Complies with the relevant national Occupational Safety & Health Management System which integrates with the Health and Safety regulations of the facility.
• Adheres to and promotes recommended practice in relation to controlling and preventing infection, by taking all reasonable personal precautions necessary to avoid any potential health risks to colleagues, resident/patients’/patients’, families, and visitors.
• Complies and facilitates adherence of all staff to organizational policies, processes, and procedures.

Office Administration:

• Assists in all aspects of general office coordination.
• Communicates problems to the Multidisciplinary Team, as required.
• Assists in the coordination of patient appointments, trips, home visits and referrals on a daily basis.
• Liaises with the Nursing and Physician team to ensure that all patient referrals and appointments are in place.
• Assist in the coordination with external hospitals or clinics to process patient referrals and procedures needed.
• Inform the concerned staffs should there be any update or changes in the appointment process.
• Assist in maintaining patient activity calendar to coordinate patient’s appointment schedules, outings, and home visit.
• Assist in managing the drivers’ schedule and provides transport services for patients and facility requirements.
• Assists in the coordination with the relevant colleagues in regards to family’s request for medical reports.
• Assists the Talent Acquisition Team in collating required documents for admission process.
• Assists with newly admitted patients / residents, input patient data, create patient identifications, file paperwork and handle non-medical queries from family members.
• Notifies and/or calls the attention of the Physician to ensure completion of medical reports for families.
• Assists in providing technical support in coordinating facility services in support of the facility events or education.
• Assists in orienting new staff in the use of facility computers, user login access & other resources.
• Assists in the coordination with suppliers in ordering facility and /or admin supplies (Stationeries/resident’s needs, etc.)
• Assist in collecting and maintaining an inventory of office equipment and supplies.
• Sets up and coordinates with hotels and others outsource companies when organizing facility events, training and patient’s celebration.