Secretary (Medical) – Lesbos – MSF
Position: Secretary (Medical)
Project: MSF Balkan Mission/ Lesvos Project
Location: Lesbos
Starting Date: Immediately
Duration: Indefinite (with 1 month of probation period)
Context
Perform administrative activities according to the instructions of the supervisor and MSF rules and protocols to ensure efficient administrative support to MSF office staff.
Accountabilities
- Write and/or check official letters, reports and other documents related to the Mission.
- Arrange and confirm appointments, keep a diary of absences, meetings and holidays up to date.
- Maintain a call register (incoming and outgoing) informing the individuals about the calls received during his/her absence.
- Take and prepare minutes of meetings.
- Manage all incoming /outgoing mail/packages/faxes, ensuring a proper registration and delivery to internal or external recipients.
- Monitor the person in charge of the mail and check the receipts, as well as the courier company and perform billing for services rendered.
- Manage office stationery supply and place orders on time to avoid running out of stock.
- Supervise the printing of copies and binding of documents.
- If the absence of a receptionist, welcome guests and visitors, ensuring that the reception area is in good, clean condition.
- Inform supervisors in the case of any incident / problem.
- Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the catering, arranging accommodation, etc.
- Organize and coordinate all patients’ movements in the clinic, in collaboration with the clinic staff.
- Welcome and orient patients inform them about how the facility function and ensure the availability of a comfortable waiting area.
- Ensure good flow of patients, avoiding overcrowded rooms and having patients standing up for long time, while waiting for their turn.
- Bring any patient with an obvious serious medical problem to the attention of the medical doctor/nurse.
- Calls all patients referred by consultants to schedule appointment for first consultation or subsequent consultations.
- Prepares and prints the patients’ list for the drivers and the members of the clinic’s team.
- Support in keeping all the files archived properly and in a safe place, prepares the files of the incoming patients and archives them by the end of the day.
- Calls absent patients and arrange the new appointments for them. Support each consultant of rescheduling new appointments.
- Answers the phone, takes messages, and makes reminders of appointments.
- Do all patient’s registration steps, including check for previous admission episodes in database, if needed.
- Master appointment tool of MSF facility.
- Receive and transmit all useful information to the members of the clinic.
- Is attentive with information which are given to and the priorities which are meant to.
- Must be aware of the limits, abilities and knowledge. Should not hesitate to ask for support to the technical supervisor and to inform the line manager in the event of error or any other problems related.
- Be flexible and adapt to changes; undertake other tasks or responsibilities according to the needs of the project, changes of activities, upon request of the line manager.
- Possibly participate in emergency activities when needed.
- Treat all patients with dignity, respect, and ensures confidentiality.
- Maintain good professional relationships and communication with other team members.
- Respect the Data Security Rules of the Patient’s Records.
- Follow the standard works arrangements and procedures in all work Locations.
Requirements
- Education: Secondary education and secretarial related studies. Paramedical studies are an as-set.
- Experience: Minimum of 2 years of experience in similar jobs or other NGOs. Desirable working experience in private clinic or hospital.
- Languages: Essential Greek and English.
- Competencies: Commitment to MSF’s Principles; Behavioral Flexibility; Stress Management; Results and Quality Orientation; Service Orientation; Teamwork and Cooperation.
Post conditions
- Full time position
- Annual gross salary: According to MSF Salary Policy
- Private insurance
To apply
Please send your CV and a cover letter in English at the following email address, quoting reference code “Secretary (Medical) Lesbos” in the subject line of the e-mail:
Closing date: 02/01/2023
All applications will be treated in strictest confidentiality
Only shortlisted candidates will be contacted.
At Médecins sans Frontières (MSF), we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. Our diversity fuels our innovation and connects us closer to our beneficiaries and the communities in which we work. We welcome applications from individuals of all genders, ages, sexual orientations, nationalities, ethnicities, religions, beliefs, ability statusand all other diversity characteristics.
