The Hospital Director Secretariat at Pantang Hospital serves as the administrative support unit for the Hospital Director, playing a crucial role in ensuring smooth communication, coordination, and efficiency in the hospital’s top leadership. The Secretariat ensures that the Director’s activities, including meetings, decisions, and communications, are managed effectively and professionally.
Key Responsibilities:
Managing the Director’s Calendar and Appointments
- Coordinating and managing the Hospital Director’s calendar, scheduling meetings, appointments, and events.
- Ensuring that the Director’s time is effectively managed and that priorities are met.
Correspondence and Communication
- Handling all official correspondence, including letters, emails, and memos, directed to or from the Hospital Director.
- Ensuring timely and professional communication between the Director and internal/external stakeholders.
Meeting Coordination and Documentation
- Organizing meetings for the Hospital Director, including preparing agendas, booking venues, and coordinating with participants.
- Taking minutes during meetings and ensuring that key decisions and actions are recorded and followed up on.
Document Preparation and Review
- Assisting the Hospital Director in preparing reports, presentations, and other official documents.
- Ensuring that documents are accurately prepared and in line with hospital policies and procedures.
Confidentiality and Sensitive Information Management
- Handling confidential information with the utmost discretion and ensuring that sensitive data is protected.
- Ensuring that all communications and documents maintain the confidentiality required by the hospital and relevant regulations.
Supporting the Director in Decision-Making
- Providing administrative support to the Hospital Director to assist in decision-making by ensuring the availability of necessary information and documentation.
- Conducting preliminary research or preparing background information for meetings or discussions.
Liaising with External Partners and Stakeholders
- Acting as the primary point of contact between the Hospital Director and external partners, such as government bodies, health organizations, and other institutions.
- Ensuring effective and timely communication between the Director and key stakeholders.
Event Planning and Coordination
- Coordinating and organizing events or activities that the Hospital Director is involved in, including conferences, official visits, or hospital functions.
- Ensuring all logistical arrangements are made for a seamless experience.
Maintaining the Director’s Files and Records
- Maintaining an organized filing system for the Director’s documents, correspondence, and reports.
- Ensuring that all records are easily accessible and comply with hospital document management policies.
Managing Administrative Projects
- Assisting in the management and coordination of special projects or initiatives as directed by the Hospital Director.
- Ensuring that projects are completed efficiently and within deadlines.
