ADMIN ASSISTANT, ORTHOPAEDIC WARD

GENERAL DESCRIPTION

• The clerk is responsible for the overall admin duties at the ward.

JOB DESCRIPTION

Organization and Management 

• Understands nursing care in line with Vision and Mission Statements, Philosophy, Goals and Objectives that suit the scope of hospital.

• Understands the service organization structure.

• Attends meetings held by the services in order to discuss issues and matters pertaining to the operation of the service.

• Reports directly to the Chief Nursing Officer with regard to activities, problems or difficulties encountered.

• Attending enquiries and calls via telephone, direct these calls or relays messages to and from customers.

• Responsible to ensure the filing system are to order.

• Responsible for checking and coordinating with PR & Marketing, Finance Services on the internal nursing events.

• Responsible for distributing the internal memo to Top Management, Consultants, Deputy Chief Nursing Officer and Unit Managers.

• Responsible for assisting the Chief Nursing Officer to prepare the Management Committee Report, Board of Director Report, KPJ Nursing Report and Hospital Monthly Report.

• To ensure smooth management of internal and external correspondence.

• Responsible for ensuring office equipment in proper order.

• To ensure meetings are organized effectively.

• Provide personalized clerical duties for smooth management of the office.

• Maintains the cleanliness of the office.

• Dispatching: Memo, form and etc. to relevant services.

• Implement any other duties as delegated by the Chief Nursing Officer.

Human Resource and Management

• Takes personal responsibility for own professional development and keep up to date with

• professional change and growth by maintaining mandatory learning hours.

• Maintain the record of personal leave and training attended.

Policies and Procedures

• Adheres to the hospital policies and procedure and nursing code of conduct.

• Maintain confidentiality of patient’s personal and medical history.

• Ensure to adhere with Prevention and Control of infection.

Facilities and Equipment

• Assists the qualified staff in the following:

• Maintains proper storage of biomedical equipment assigned in the unit.

• Check all equipment to ensure that they are in good condition and ready to be used at all time.

• Report if there is any fault.

• Maintains adequate supply of ward stock.

• Keeps accurate records of equipment, medical supplies and drug in the Unit/ wards.

Safety and Quality Improvement Activities

• Complies and promotes Baby Friendly Hospital Initiative Breastfeeding Policy, and protect,

• promote and support Baby Friendly Hospital activities.

• Participates actively in any other new service that is introduced by the services.

• Participates in 5S activities and comply with the specified requirements

• Practices Standard People Practice (SPP) at all times.

• Ensure compliance of Patient safety goals as safety improvement measures recommended by

• World Alliance for Patient Safety.

• Policies on patient and family rights are addressed at all times

• Participates actively and encourages compliance to all policies and Procedures of ISO9001: 2008,

• ISO 14001, OHSAS 18001, ISO 14001:2004, Malaysian Hospital Accreditation Standards, Joint Commission International Accreditation Standards, PSG and NNA.

• Complies with any instruction or measure on occupational safety and health

• Carries out duties as an employee as stipulated in Occupational Safety and Health Act and

• Regulations 1994:-

• To take reasonable care at work for the safety of yourself and other persons;

• To co-operate with your employer or any other person in the discharge of any duty;

• To wear or use any protective equipment or clothing provided by the employer

• To comply with any instruction or measure on occupational safety and health.

JOB REQUIREMENTS

Education:

Minimum: Posses academic qualification of SPM qualification.

Preferred:

• Have interpersonal and communication skills.

• Caring, honest and responsible worker.

• Willingness to work on scheduled hours and anytime when called during emergency.

Knowledge and Experiences:

• On the job training/ in-services training will be provided.

• Experience working in hospital setting is an advantage.

Skills & Competencies

• Certificate in Computer Technologies/system.

• Able to converse fluently and write in English Language and Bahasa Malaysia.

Personal attributes

• Good leadership, good interpersonal and communication skills and good time management.

• Prepared to work as a team member in the best possible manner.