Job Description

Provides day-to-day administrative, operational, and coordination support to ensure the smooth functioning of the department. Facilitates communication between internal and external stakeholders, maintains accurate records, supports departmental projects, and ensures tasks are completed in compliance with American Hospital Dubai (AHD) standards, policies, and regulatory requirements. Supports service delivery by managing documentation, scheduling, follow-ups, data submissions, and logistical arrangements

Responsibilities

Administrative and Operational Coordination

• Coordinates daily administrative tasks, including correspondence, filing, data entry, and document control.
• Supports meeting scheduling, prepares agendas, records minutes, and follows up action items.
• Ensures timely preparation and submission of reports, trackers, and departmental updates.
• Manages departmental calendars, training schedules, logistics, and resource requests.
• Assists the department in preparing required documentation for audits, inspections, and internal reviews.

Document Management and Compliance

• Maintains accurate, accessible, and up-to-date files, logs, records, and control documents in compliance with AHD and regulatory requirements.
• Ensures all departmental documents follow established formatting, version control, and approval protocols.
• Supports compliance with JCIA, DHA, and AHD documentation standards.
• Assists with data collection for audits, KPIs, quality initiatives, and performance monitoring.

Data Tracking and Reporting

• Prepares routine and ad-hoc reports, statistics, dashboards, and summaries as assigned.
• Ensures data accuracy, completeness, and timely submission.
• Tracks departmental KPIs, incidents, follow-ups, inventory needs, or project milestones as relevant.
• Maintains and updates trackers, spreadsheets, and internal databases.

Communication and Stakeholder Support

• Serves as the primary point of contact for routine inquiries, routing matters to appropriate staff when required.
• Maintains effective communication with internal departments, external partners, and service providers.
• Ensures timely dissemination of departmental announcements, guidelines, and updates.
• Coordinates follow-ups to ensure completion of pending tasks or requests.

Departmental Support and Service Excellence

• Coordinates logistics for meetings, trainings, workshops, and department-led events.
• Ensures timely processing of requisitions, maintenance requests, and service calls.
• Supports onboarding activities within the department by preparing materials, schedules, and documentation.
• Upholds patient-centered service by following AHD values and ensuring all interactions are professional, respectful, and confidential.

Quality, Safety, and Continuous Improvement

• Assists in implementing departmental quality initiatives and improvement projects.
• Ensures activities comply with safety standards, policies, and accreditation requirements.
• Participates in audits, drills, and quality reviews as requested.
• Identifies operational gaps and suggests improvements to enhance efficiency and service quality.

Qualifications

Qualification Skills:

Bachelor’s degree in Business Administration, Healthcare Administration, or a related field.

Professional Experience:

• Minimum of three (3) years of administrative or coordination experience, preferably in a healthcare environment.
• Knowledge of office administration practices, documentation protocols, and basic healthcare operations.
• Knowledge of JCIA, DHA, and AHD documentation/compliance requirements.
• Knowledge of data management, reporting standards, and record-keeping procedures.
• Skills in communication, stakeholder coordination, and professional correspondence.
• Skills in organizing meetings, taking minutes, and managing schedules.
• Skills in MS Office applications (Excel, Word, PowerPoint, Outlook).
• Skills in maintaining accurate trackers, logs, and departmental databases.
• Ability to prioritize multiple tasks and meet strict deadlines.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work independently and collaboratively in a fast-paced environment.