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Job Purpose

The Administrative Support role will be responsible for providing administrative assistance to various departments within AMCE. The role will ensure smooth office operations by managing correspondence, scheduling, data entry, and supporting day-to-day office tasks. The Administrative Support role will help maintain a highly organized and efficient environment for the team and enhance overall productivity within the facility.

Core Responsibilities

Operational and Office Management

• Coordinate daily administrative activities, ensuring smooth office operations.
• Manage appointment scheduling and meetings for department heads and senior staff.
• Organize and maintain office records and files, ensuring compliance with data protection regulations.
• Ensure timely ordering of office supplies and monitor inventory levels.
• Coordinate logistics for hospital events, meetings, and conferences.

Communication and Correspondence

• Serve as the point of contact for internal and external communication, both in person and via phone/email.
• Prepare, proofread, and edit correspondence such as emails, memos, and reports.
• Relay messages between different departments and ensure proper follow-up.
• Maintain effective communication with patients, families, and vendors.
• Develop and manage communication protocols for internal staff.

Financial and Budget Support

• Assist in processing invoices, tracking departmental expenses, and managing budgets.
• Provide support to senior finance staff in preparation of financial reports and documentation.
• Ensure timely payment of vendor invoices and maintain records of financial transactions.
• Assist in tracking and reconciling departmental budgets.
• Help prepare reports for audits and assist in the internal auditing process.

Scheduling and Coordination

• Support the scheduling of meetings, appointments, and surgeries for healthcare professionals.
• Coordinate with physicians, nurses, and other medical staff to ensure effective scheduling.
• Prepare necessary documentation and materials for meetings or patient visits.
• Facilitate the preparation and organization of patient intake forms and reports.
• Ensure that all documentation is properly filed and readily accessible when needed.

Compliance and Documentation

• Ensure that all operational activities adhere to healthcare regulations and organizational policies.
• Assist in maintaining compliance with medical records and patient confidentiality standards.
• Support the audit processes and provide required documentation for legal and regulatory audits.
• Keep up-to-date with healthcare policies, legislation, and best practices.
• Ensure proper document control, including storage and retrieval of sensitive patient records.

Qualifications

Educational Requirements

• Bachelor’s degree in Business Administration, Management, or a related field is preferred.
• Master’s degree in Healthcare Administration, Business Administration, or related field is an added advantage.

Professional Requirements

• Any administrative or healthcare-related certification is a plus (e.g., Medical Office Administration, Health Services Administration).

Experience Requirements

• 1-4 years of administrative support experience, preferably in a healthcare setting.
• Experience working in a medical environment or hospital is preferred.
• Proven ability to manage administrative functions, including scheduling, billing, and office management.
• Experience with healthcare management software or similar systems is an advantage.

Competency Requirements

Knowledge Requirements

• Knowledge of office procedures and best practices.
• Familiarity with various software applications (e.g., word processing, spreadsheets, databases).
• Understanding of basic accounting and procurement principles.

Skill Requirements

• Excellent communication (written and verbal) and interpersonal skills.
• Strong organizational and time management skills.
• Proficiency in data entry and record keeping.
• Ability to prioritize tasks and work independently.

Personal Abilities

• High level of integrity and confidentiality.
• Attention to detail and accuracy.
• Positive attitude and customer service orientation.
• Adaptability and flexibility.
• Proactive and resourceful.

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Job Description

• Identify & analyse business needs, requirements gathering, and supporting all aspects of an ERP Implementation.
• Establish good relationships with client personnel at appropriate levels and consistently deliver exceptional client service.
• Assist in developing applicable project documentation, approaches, training materials, thought leadership and accelerators for ERP Implementations.
• Demonstrate the ability to contribute to various workstreams within an ERP Implementation.
• Assist the team in configuring, automating and implementing business processes on an ERP system to meet client requirement.
• Work with senior consultants on the team to design the solution, test solutions, deploy solutions and provide support as needed.
• Assist to document functional specifications, for any custom development needed to support automation of business processes.
• Ability to conduct quality assurance test activities across system builds.
• Identify, extract, transform and load data necessary to support processes from customers legacy systems including historical data for ongoing reporting purposes.
• Participate in the overall development and delivery of ERP solutions.
• Strong knowledge and understanding of enterprise resource planning tools.

Assist the Project Manager in the creation of technical project plans and developing required delivery work products and artifacts

Qualifications

• Possess a minimum of Bachelor’s degree/HND with a minimum of a Second Class Upper/Higher credit in Finance, Economics, Computer Science, Engineering, or related courses.
• Have a minimum of five credits in WASSCE Ordinary Level/NECO subjects or acceptable equivalent examination, including Mathematics and English Language in one sitting only
• At least 5-7 years post NYSC professional experience with prior experience as a Business Analyst or Business Software Implementation consultant.
• Experience deploying ERP systems particularly SAP, Odoo, Oracle and other emerging ERP systems.
• Sound multi-sector level understanding of business processes across several industries (e.g. Oil & Gas – Downstream, mid stream & upstream, FMCG, Financial Services, Professional Services etc.) and key sectors is required.

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