Admin Section - General Manager Of Madinah Hospital- Department
Summary
Performs different types of documentation duties in the section of Administrative Communications including receipt and logging Hospital official incoming and outgoing correspondence in the computerized Hospital mail Logging System, distributing hand-carry correspondence through Hospital Liaison to appointed areas and handling all Hospital urgent official outgoing express mail and incoming fax messages
Essential Responsibilities and Duties
1. Receives Hospital incoming official correspondence and ensures that all belong to Hospital, puts the date and incoming serial number. Obtains copies of all correspondence being sent to the concerned department after Department Head’s review and initial.
2. Receives confidential official correspondence including urgent, confidential and financial documents. Reviews and verify complete documents with necessary enclosures and signatures, puts the date and outgoing serial number. Obtains copies for sender department & Documents Centre including attachments of all mail being dispatched to the Organizations/Government Agencies and places correspond in Hospital envelope.
3. Fills official outgoing correspondence delivery form. Distributes according to the area by mail or hand- carry correspondence through Hospital Liaison according to established schedule area, expedite inquiries for the official correspondence previously delivered and maintains proper records of their daily activities.
4. Handles all urgent official outgoing express mail received from different Hospital departments along with Official Correspondence Mailing Request Form and make sure letters are signed appropriately with complete addressed and telephone number in order to send thru Worldwide Express courier company.
5. Logs all Hospital official incoming and outgoing correspondence in the computerized Hospital Mail Logging System in the Administrative Communications Section on a daily basis.
6. Handles all incoming official correspondence received through daily mail regarding patient treatment in KFSHR&RC;instructions and directions issued by Royal Orders or Ministry of Health Committee. Logging in the “Incoming Log Book” before being sent to the concerned departments by hand in the same day.
7. Answers all inquiries about the official incoming or outgoing correspondence after checking the Hospital Mail Logging System and the necessary records.
8. Receives and distributes all incoming fax messages to the concerned Hospital departments & employees, and Royal Orders and patient-related medical reports to Medical Eligibility Department. Transmits international outgoing fax messages received from various Hospital departments.
9. Participates in self and others education, training and development, as applicable.
10. Follows all Hospital related policies and procedures.
Education
Bachelor s Degree in Business Administration or any other related discipline required. OR IPA Diploma in Hospital or Business Administration or in any other related discipline required.
Experience Required
One (1) year of related experience is required with the bachelor s degree. OR three (3) years of similar experience with the IPA Diploma is required.
Other Requirements(Certificates)
Saudi National only.
Must be bilingual (Arabic and English).
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