Admin Assistant, Department of Anaesthesia

1 week ago

Nairobi, Nairobi Area, Kenya Aga Khan University Full time 30,000 - 60,000 per year

    Administrative Assistant, 3 months fixed term contract

Department: Department of Anaesthesia

Entity: Medical College

Location:     Nairobi, Kenya

Introduction

Established in 2004, the Aga Khan University Medical College in East Africa seeks to provide high quality education for health professional leaders who will then go on to become reputable specialists generating a positive and lasting impact in the lives of their patients and in the communities they serve. Our goal is to produce health professional leaders through our unique training programmed, building strong research programmes, supporting best practice in the delivery of health services, and contributing to the broader community through strategic partnerships regionally and globally.

The Department of Anaesthesia provides a full range of services related to the subspecialties in Anaesthesiology and aims to provide a very high standard of care to our patients within a group practice model that provides a lot of support to each individual anaesthesiologist.

Job Summary

To provide efficient administrative support services to the Chair, Vice-Chair, Program Director and Faculty and manage the entire Department of Anaesthesia by assisting in general administrative activities as and when required.

Responsibilities

  • Manage the day-to-day running of activities/calendar for the Chair and Vice Chair.

  • Coordinate Chair and Vice Chair's travel and accommodation and ensure transportation is provided.

  • Ensure appraisal reviews are completed for both full-time, private and administrative staff.

  • Liaise with HR for recruitment and onboarding of new staff, annual/conference leave and training of faculty and staff.

  • Communicate written and verbal matters appropriately by receiving and arranging essential mail in order of priority for action and process responses.

  • Communicate written and verbal matters appropriately, checking deadlines on incoming requests and putting preliminary work in place.

  • Provide Academic Support to Faculty by organizing, coordinating and collaborating all activities and functions of the associated faculty members.

  • Participate in the organization of seminars, workshops, retreats, and training sessions and perform a supporting role during the sessions.

  • Ensure approval and follow-up training forms for faculty before submission.

  • Arrange for travel and accommodation (both local and international) by liaising with the travel and housing department.

  • Ensure regular fuel/entertainment and other expenses according to Chair's entitlement are claimed and reimbursement received.

  • Routinely re-order department supplies.

  • Ensure a weekly supply of food and beverage and office supplies as per the needs of the department.

  • Complete any other duties assigned by both Chair and Vice Chairperson.

Requirements

Applicants should

  • Diploma or bachelor's degree in business and office management

  • Diploma in Secretarial Studies

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