Hospital Management Secretary

Vacancy: Hospital Management Secretary

Introduction:

Our client, a well-established private hospital in Pretoria, is looking for a Management Secretary to provide essential administrative support to the management team. This role requires a highly organized and proactive individual with strong communication skills and experience in a healthcare environment. If you excel in managing schedules, documentation, and correspondence while ensuring smooth office operations, this opportunity could be the perfect fit for you.

Job Purpose

The Management Secretary will play a key role in supporting hospital leadership by coordinating meetings, handling correspondence, maintaining documentation, and ensuring compliance with quality standards. The ideal candidate will have excellent multitasking abilities, attention to detail, and the ability to work effectively in a fast-paced hospital environment.

Requirements

Minimum Qualifications Required (Essential):

• Grade 12 (National Senior Certificate)

Minimum Qualifications Required (Desirable):

• Certificate/Diploma in Business Administration/Office administration

Minimum Experience required (Essential):

• A Minimum of two years proven experience in a similar role in a private healthcare environment

Other:

• Proficient in Afrikaans
• Reliable own transport
• Valid driver’s license
• Salary : Market Related

Key Responsibilities:

Business Execution

• Manage and coordinate the diaries of the Hospital Manager and Nursing Manager.
• Prepare the boardroom for meetings, including arranging refreshments and assisting visitors.

Administrative Support

• Draft, review, and distribute correspondence on behalf of management.
• Organize and manage documentation systematically.
• Handle incoming calls and inquiries professionally.
• Compile and coordinate presentations for meetings.
• Schedule, prepare, and distribute agendas for meetings.
• Take and distribute accurate minutes, including board meeting minutes.

Documentation & Document Control

• Maintain both electronic and physical documents for easy access and retrieval.
• Ensure compliance with hospital policies, regulatory requirements, and accreditation standards.
• Manage version control of documents to ensure the most current versions are in circulation.
• Archive outdated or obsolete documents according to protocols.

Quality Management Support

• Assist in gathering data for audits, surveys, and incident reports.
• Distribute quality policies and updates to managers.
• Monitor compliance requirements and notify relevant teams of upcoming deadlines.
• Support management in preparing for audits such as COHSASA, OHSC, and DOH.

Correspondence Management

• Draft and review correspondence for accuracy and professionalism.
• Manage incoming inquiries and provide necessary feedback to stakeholders.

Scheduling & Timelines

• Ensure deadlines for agendas, minutes, and correspondence are met.
• Organize catering and logistical arrangements for meetings.

Stationery & Supply Management

• Request quotations, place orders, and ensure timely delivery of supplies.
• Monitor cost-effective use of funds for office stationery.
• Assist management in preparing reports and comparing supplier pricing for cost efficiency.
• Would you like any refinements or additional details added to specific areas?