Departmental Secretary

Job details

Education: Bachelor / Master preferably in relevant field. Experience: Six-month / one year experience performing like or similar responsibilities/duties in a relevant medical setting.. Administrative Tasks Typing different documents, e.g. training manuals, JDs, SOPs and Policy Documents, etc. Printing of blood donor reports. Printing donor appreciation certificates and sending them to corporate partners. Keep detailed records of blood drives held. Keeping a record of donor registration Keeping track of ordering levels and maintaining the supply of all motivational material. Photocopying and printing various documents. Sending posters and other camp materials to the campsite. Ordering and maintaining office stationery and equipment. Ordering and maintaining office stationery and other consumables in HMIS. Taking demographics and questionnaires in donor selection (if required at large camps/blood drives). Sorting and distributing incoming posts and organizing and sending outgoing posts. Any other task assigned by the blood centre management. Maintaining quality and compliance in performing routine tasks according to defined processes and procedures. Marketing/Donor Mobilization Tasks Preparing Marketing materials. Coordinating with distribution for delivery of marketing collaterals to the campsite. Connecting to POC for the arrangement of post-donation counselling sessions. Following up with donors/patients and POCs for post-camp/donation services like scheduling treatment of reactive donors. Assistance to POCs with their queries related to Indus Hospital’s procedures for treatment and care Repairing standees. Preparing Weekly & monthly marketing performance sheets. Maintaining sheet of In-house Reactive donors list. Calling in-house reactive donors to receive their reports from Indus Blood Center for counselling by the Doctors. Informing the transfusion officers about post-camp counselling sessions through WhatsApp groups and individual text messages. Managing active communication through WhatsApp groups and emails related to distribution, recovery of marketing collaterals from the campsite and any other issues related to delays or clarification of assigned tasks. Arranging appointments for post-camp reactive donors with a hepatologist and ID clinic (only IHHN staff). Coordination Coordinating with Different Departments within Blood Transfusion Services and with IHHN’s CRD, Finance, Hospital, Food Services and other Units/Departments to facilitate multi-purpose events and activities Education Program Office-related Tasks AD-BTM/BS-BTM & BS-MLT Program Office Assist Senior Program Officer (SPO) in Planning and managing financial capital/budget Establishing and maintaining appropriate records and statistics for Program Finances and Budget, including Student Fees, Co-curricular Budget Allocation & Expenditure, and Marketing Budget Troubleshooting and correspondence throughout the system with all the related departments Organizing Co-Curricular Activities Coordinating with operations, marketing, CRD, IT, and supply chain for smooth functioning of the education office and related events and inventory management Managing employee roster, leaves and overtime Maintaining a good relationship with both Head Office and regional offices Ensure continuous professional development in administration, communications and data science Note: “Indus Hospital & Health Network is an employer that does not tolerate Sexual Exploitation and Abuse. All potential candidates will be subjected to rigorous background checks and controls.”