Administrative Secretary Medical Imaging American Hospital Dubai

An Administrative Secretary – MI at American Hospital Dubai provides comprehensive administrative and secretarial support to key personnel in the Medical Imaging Department, including the Chief of MI, Assistant Chief, Director of Interventional Radiology, Radiologists, Medical Imaging Supervisor, and Team Leads. His/ Her responsibilities encompass a wide range of tasks, such as coordinating staffing schedules, organizing departmental meetings, managing business card and stamp orders, assisting new employees and facilitating orientation, distributing internal and external mail, understanding and adhering to policies, and maintaining a clean and hygienic work environment.

Responsibilities of Administrative Secretary Medical Imaging

• Monitoring stationery supplies, ensuring timely distribution of examination schedules to radiologists.
• Coordinating in-service training, handling staff timesheets and leave requests.
• Typing departmental notices, and monitoring the turnaround time for reporting.
• Performs environmental checks and reports findings, demonstrating a proactive and efficient approach to various administrative functions within the Medical Imaging department.
• Ensures that all staffing Schedules, (Daily and On-Call are distributed hospital-wide and internally).
• Coordinates Departmental meetings as required including notification to members, organizing of room, distribution of agenda, taking and transcribing minutes, ordering of refreshments as required etc.
• Orders business cards and radiologist stamps as necessary for Assistant Chief of the Medical Imaging Department, Director of Interventional Radiology and Radiologists.
• Assists the new employees as needed as well as Department Orientation of new staff.
• Initiates, coordinates, and assists other colleagues as the workload requires.
• Distributes internal and external mail daily to the Staff.
• Understands the policies, procedures, and priorities, seeking clarification as needed.
• Attends to all telephonic inquiries in a professional /efficient and co-coordinated manner.
• Maintains equipment and work area clean, tidy, and hygienic along with keeping food and drinks away from all work areas and personal items out of sight.
• Monitors stationery in all areas and ensures / orders the required stock regularly.
• Ensures daily that all examination schedules of patients have been distributed to each radiologist on Modality that day.
• Coordinates In-service training, and education schedules as required including notification to members.
• Checks and coordinates staff timesheets, overtime sheets, leave requests etc.
• Efficiently types all department notices and memorandums.
• Monitors the turnaround time (TAT) for reporting and notify radiologists of any pending reports.
• Maintains the daily report of unassigned and nearly breaching radiological exams and informs the Radiologist concerned.
• Performs Environmental checks and report findings.

Qualifications & Experience

Following is the eligibility criteria for the role of Administrative Secretary Medical Imaging at AHD:

• High School Graduate.
• Secretarial or Administrative certificate preferable.
• Minimum of three years of experience as a Secretary in the Radiology Department in a Hospital setting.

Knowledge & Skills

• Knowledge of all aspects of the daily activities and administration of the Medical Imaging Department.
• Knowledge of computer applications with word processing packages (e.g. Word, Excel and PowerPoint, Internet, and email systems).
• Knowledge of customer service, filing systems and word processing.
• Knowledge of Middle East Culture and Customs.
• Knowledge of medical terminologies preferable.
• Skills in shorthand and audio typing.
• Ability to take initiative and problem-solving in performing position-specific responsibilities.
• Ability to manage time efficiently and productively and complete work on schedule.
• Ability to speak and write in English.
• Ability to type a minimum of 50-60 wpm speed.
• Ability to adapt positively to changes.

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Tagged as: Secretary