Oversees various administrative responsibilities within the medical facility, and enures efficient operations and support for medical staff. Completes and distributes the monthly on-call rota to hospital-wide and community physicians, orders necessary supplies such as business cards, stamps, and stationery, and coordinates appointments with medical representatives for physicians. Oversees Departmental Committee meetings, and handles logistical aspects such as room bookings, agenda distributions, and minute-takings for various departments. Organize full-time and CBD Hospital Orientation for physicians, which includes coordinating photoshoots for website profiles, arranging measurements for lab coats and scrub suits, and facilitating access cards, parking access, and mobile SIM cards when applicable. Updates and distributes physicians' contact details, modifies and distributes monthly on-call rotas, and oversees the completion of Physicians' Ongoing Professional Practice Evaluation (OPPE).

General:

• Provides full administrative/secretarial assistance to the full-time Medical Staff and privileged Community Physicians if/when required.
• Handles telephone inquiries from patients/other members of the public etc., ascertaining urgency, and contacting the correct person where necessary.
• Coordinates departmental committee meetings as required including notification to members, booking of room, distribution of agenda, taking and transcribing minutes, ordering of refreshments as required etc.
• Assists physicians on the internal Continuing Medical Education (CME) or/and educational activities such as medical lectures etc. including obtaining CME credit points from Dubai Health Authority (DHA) for lectures when required.
• Supports the Chief Medical Officer (CMO) office for Joint Commission International Accreditation (JCIA) and other accreditation-related tasks.
• Maintains confidentiality by ensuring the protection and integrity of sensitive information.
• Recognizes and comprehends the department's goals and objectives.
• Takes initiative and offers suggestions for enhancing services.
• Performs ad hoc duties as required.

Section Specific:

• Ensures the monthly on-call rota is completed and distributed hospital-wide and to the community physicians involved before the end of the month.
• Orders business cards and physician stamps as necessary for all medical staff.
• Orders all stationery as appropriate for the Medical Affairs office.
• Coordinates appointments with medical representatives for the physicians.
• Coordinates Departmental Committee meetings as required including notification to members, booking of room, distribution of agenda, taking and transcribing minutes, ordering of refreshments as required etc.
  • Dermatology and Plastic
  • Anesthesia
  • Surgery and OR
  • Breast Care Clinic
  • Ophthalmology
  • Paediatrics
  • Pediatric Radiology
  • Endocrinology (booking rooms)
• Organizes the Physician's full-time and CBD Hospital Orientation includes
  • Organizes Photoshoots for website profile
  • Lab coat & scrub suit measurements
  • Access cards and parking access
  • Hospital mobile and sim card (if applicable)
• Updates and distributes physicians' contact details to concerned departments.
• Updates, modifies, and distributes physicians' monthly on-call rota to respective departments.
• Oversees and coordinates the completion of Physicians' Ongoing Professional Practice Evaluation (OPPE).

• Diploma in Medical Secretarial studies or related field

PROFESSIONAL EXPERIENCE:

• Minimum of three (3) years of experience as a Medical Secretary in a private hospital.
• Skills in Microsoft Office (intermediate to advanced).
• Skills in shorthand and audio typing.
• Ability to type with a minimum of 50-60 wpm speed.
• Ability to speak and write fluently in the English language.
• Ability to speak in different languages preferred.

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