Hospital Secretary Position – Life Brackenview Clinic
Function: Administration
Facility: Life Brackenview
Position: Hospital Secretary
Life Healthcare Is Hiring Secretary 2025
Introduction
A vacancy exists for a Hospital Secretary based at Life Brackenview Clinic, reporting to the Clinic Manager. We are looking for a highly efficient, energetic, and professional secretary who can effectively manage the demands and pressures of a fast-paced environment. The successful candidate will be responsible for liaising with various internal and external stakeholders and will be expected to operate efficiently within all levels of the management team.
Key Responsibilities & Critical Outputs
Secretarial Support & Administration
- Provide comprehensive secretarial support to the Clinic Manager, including typing relevant correspondence, compiling statistics, consolidating month-end reports, message taking, diary management, and scheduling meetings.
- Ensure accurate and timely minute-taking for meetings and maintain an organized record of minutes for reference and documentation.
- Coordinate and manage patient files for legal matters, ensuring all documentation is accurately stored and retrieved when required.
- Manage catering arrangements and venue bookings for management functions and hospital events.
- Maintain a well-structured and efficient filing system for the Clinic Manager to ensure quick access to necessary information.
- Handle document control processes to ensure all hospital documents are stored, retrieved, and updated efficiently.
Stakeholder & Client Interaction
- Manage telephonic and face-to-face communication with doctors, patients, and other key stakeholders professionally and efficiently.
- Address complaints from dissatisfied clients who visit the management office or call telephonically, ensuring positive and professional complaint resolution and escalating issues to the relevant management team members.
- Provide feedback to clients on resolutions and escalations as necessary to maintain high levels of patient satisfaction.
- Coordinate uniform fittings and orders for staff to ensure compliance with hospital dress codes.
- Assist in managing doctor malpractice insurance on the Keystone portal to ensure all relevant documentation is up to date.
Crisis Management & Reputation Protection
- Critically evaluate situations that could potentially impact the hospital’s reputation and facilitate appropriate escalation and response.
- Serve as a point of contact for urgent matters requiring managerial intervention.
Project & Task Management
- Handle ad hoc projects and daily tasks, providing additional support to management team members as required.
- Ensure smooth execution of administrative processes that contribute to the efficiency and operational effectiveness of the hospital.
Minimum Requirements
To be considered for this position, candidates must meet the following criteria:
- Matric Certificate (Grade 12) plus a Secretarial Diploma or a relevant equivalent qualification.
- Minimum of 4 years’ experience in a Secretarial/Administrative role.
- Extensive knowledge of MS Office applications (Word, Excel, PowerPoint, Outlook).
- Excellent attention to detail and accuracy in all tasks.
- Strong interpersonal skills with the ability to engage professionally with all stakeholders.
- Knowledge of SAP is an added advantage.
- Valid driver’s license and willingness to travel when required.
- Previous experience in healthcare or hospital administration will be an advantage.
Competencies & Key Skills
The ideal candidate should possess the following competencies:
- Problem-solving, analysis, and judgment: Ability to assess and resolve challenges efficiently.
- Attention to detail: Ensuring high levels of accuracy in administrative tasks.
- Resilience: Ability to work under pressure and manage multiple tasks effectively.
- Engaging diversity: Ability to work with a diverse team and stakeholders.
- Verbal & written communication skills: Excellent communication skills to facilitate smooth interactions.
- Influencing: Ability to persuade and manage stakeholder expectations effectively.
- Action orientation: A proactive approach to completing tasks and addressing issues.
- Building relationships: Ability to establish and maintain professional relationships with key stakeholders.
- Customer responsiveness: Ensuring a positive client and patient experience.
- Organizational awareness: Understanding the hospital’s policies, procedures, and operations.
- Excellence orientation: Commitment to high-quality work output.
- Ethical behavior: Adhering to ethical guidelines and professional conduct.
How to Apply
If you meet the above criteria and wish to apply, upload your CV online or submit your application to:
📧 Email: Karabo.Kolokoto@lifehealthcare.co.za
📅 Closing Date: Friday, February 28, 2025
Important Notice for Applicants
- Internal applicants – Before applying, you are required to discuss your application with your line manager.
- External applicants – All applications will be considered, provided the necessary requirements are met.
- Equal Opportunity Employer: Life Healthcare is committed to fairness and equality in the workplace.
- Shortlisting Process: Only shortlisted candidates will be contacted. If you have not received communication within two weeks of the closing date, consider your application unsuccessful.
Thank you for your interest in this opportunity. We look forward to receiving your application and welcoming the successful candidate to our team at Life Brackenview Clinic.
Life Healthcare Is Hiring Secretary
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