Administrative and Procurement Officer

Administrative Support:
Provide administrative assistance to hospital management, department heads, and clinical staff.
Prepare, review, and manage correspondence, reports, and presentations as required by senior management.
Schedule meetings, coordinate appointments, and assist in managing daily calendars for executives and senior staff.
Handle incoming calls, emails, and inquiries, directing them to appropriate departments and ensuring timely responses.
Document Management and Record Keeping:
Maintain and update hospital records, including patient information, staff files, and operational documents.
Ensure that all records comply with privacy regulations such as HIPAA (Health Insurance Portability and Accountability Act) and hospital-specific guidelines.
Implement and maintain filing systems (both physical and digital) for easy retrieval of documents.
Assist in preparing and reviewing contracts, agreements, and other official documents.
Financial and Budgetary Assistance:
Assist in preparing and monitoring the hospital’s administrative budget, including managing departmental expenses and processing invoices.
Maintain accurate records of financial transactions, ensuring adherence to budgetary constraints.
Assist in purchasing office supplies, medical equipment, and other administrative necessities, maintaining proper inventory and documentation.
Internal and External Communication:
Act as a liaison between hospital departments and external stakeholders, including vendors, service providers, and regulatory bodies.
Facilitate communication and coordination between various hospital departments to ensure smooth operational workflow.
Manage the hospital’s general correspondence, including letters, faxes, and emails.
Compliance and Policy Adherence:
Ensure hospital policies and procedures are followed in all administrative functions.
Assist in ensuring the hospital is compliant with local, state, and federal regulations, as well as accreditation standards.
Coordinate and support audits, inspections, and regulatory visits.
Event and Meeting Coordination:
Organize and coordinate meetings, conferences, and events, including the preparation of agendas, minutes, and follow-up actions.
Coordinate logistics for hospital events, staff meetings, and any special functions or initiatives.
Support hospital leadership in planning and executing strategic planning sessions, staff retreats, and other organizational events.
Patient and Visitor Interaction:
Assist in managing patient or visitor inquiries regarding hospital services, departments, or procedures.
Ensure the hospital's front desk operations run smoothly, offering guidance and support to visitors and patients.
Handle special requests or concerns from patients or visitors, ensuring a high level of customer service.
Data Entry and Reporting:
Input and maintain hospital data, including patient records, operational metrics, and departmental reports.
Prepare and submit regular reports on administrative operations, including scheduling, resource utilization, and staffing issues.
General Office Management:
Oversee the day-to-day operations of the administrative office, ensuring smooth functioning of office equipment, supplies, and resources.
Maintain and update contact lists for hospital departments, external providers, and emergency contacts.
Ensure a clean, organized, and professional office environment for staff and visitors.