You will provide comprehensive administrative and secretarial support to the Director of Dental Services and the department. You will play a key role in ensuring the smooth and efficient day-to-day operations of the department through effective records management, logistical coordination, billing administration, procurement support, and general office administration.
Key Responsibilities
- Provide administrative and secretarial support to the Director of Dental Services and departmental staff.
- Maintain and manage departmental records, documentation, and filing systems in accordance with organizational policies.
- Coordinate and arrange logistics for meetings, events, training sessions, and other departmental activities.
- Prepare meeting agendas and materials, schedule appointments, manage calendars, and record meeting minutes as required.
- Coordinate with the National Environment Agency (NEA) on matters relating to radiation licence administration, TLD tag exchanges, licence renewals, payments, and regulatory compliance.
- Process and monitor departmental billing, invoices, and related administrative documentation.
- Assist with dental clinics procurement and inventory management activities, including stock monitoring, replenishment, vendor coordination, and maintaining adequate inventory levels.
- Ensure compliance with administrative procedures, policies, and regulatory requirements.
- Manage departmental IT hardware and software requirements, and liaise with relevant vendors and support teams to ensure timely resolution of issues.
- Handle correspondence, telephone enquiries, and communications with internal and external stakeholders in a professional manner.
- Perform other administrative duties and projects as assigned by the Director of Dental Services.
Requirements
- Diploma in any discipline.
- Minimum 3 years of relevant working experience, preferably within the healthcare sector.
- Strong communication and interpersonal skills, with the ability to engage effectively with stakeholders at all levels.
- Meticulous, proactive, and able to work collaboratively in a team environment.
- Excellent IT literacy, including proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
- Ability to work independently, manage multiple priorities, and perform effectively in a fast-paced environment.
- Strong organisational and problem-solving skills with keen attention to detail.
- A cheerful, positive, and service-oriented personality will be an advantage.
