Assistant Administrative Officer – Overseas Treatment Unit 171 views

ONLY SEYCHELLOIS CANDIDATES CAN APPLY FOR THIS POST

HEALTH CARE SERVICES DEPARTMENT

Job Title: Assistant Administrative Officer

Salary Band: SB2 Step 10

Reports to: Manager – Overseas Treatment

Responsible for: Overseas Treatment Unit

Job Description

Job Purpose: To provide effective administrative and operational support to the Manager and Deputy Manager in the day-to-day functioning of the Overseas Treatment and Diagnosis Unit, including patient coordination, travel and accommodation arrangements, communication, record management, follow-up, statistics and general office administration.

Key outputs

• Administrative and clerical tasks undertaken efficiently and accurately.
• Patient and administrative records maintained accurately and kept up to date.
• Telephone calls, enquiries and correspondence attended to promptly and professionally.
• Appointments, consultations and admissions scheduled and followed up as required.
• Travel, accommodation and related logistical arrangements coordinated as required.
• Patient referrals, follow-ups and overseas treatment information properly recorded.
• Office stationery and supplies monitored, ordered and stock records maintained.
• Statistics and administrative information compiled and maintained for reporting purposes.

Key functions

1. Assist the Manager and Deputy Manager in coordinating referrals for overseas diagnosis and treatment.
2. Liaise with overseas hospitals, clinics and relevant service providers, as directed, to obtain admission and treatment dates.
3. Respond to telephone, email and in-person enquiries from patients, families and members of the public regarding the overseas diagnosis and treatment programme, and refer matters to the appropriate officer when necessary.
4. Assist with the preparation, processing and follow-up of documentation required for overseas treatment and diagnosis.
5. Assist the Manager and Deputy Manager with airline bookings, changes to travel arrangements and other travel-related requirements.
6. Assist in coordinating transport arrangements for patients travelling for overseas treatment or diagnosis.
7. Obtain and record updates from overseas service providers on patients’ treatment, progress, discharge and follow-up requirements.
8. Maintain accurate records of appointments, admissions, travel, patient follow-ups and related correspondence.
9. Assist with the preparation of formal responses and documentation relating to applications for refunds and other administrative matters, as directed.
10. Maintain confidential and up-to-date patient and administrative files in accordance with established procedures.
11. Assist with compiling, updating and maintaining statistics relating to overseas diagnosis and treatment, including referrals, appointments, travel and other relevant activities.
12. Receive, register, distribute and file incoming and outgoing correspondence and other official documents.
13. Monitor office stationery and supplies, place orders when required and maintain accurate stock records.
14. Assist with scheduling meetings, appointments and other activities of the Unit.
15. Provide general administrative support to the Manager, Deputy Manager and other authorised officers to ensure the efficient operation of the Unit.
16. Perform any other duties related to the functions of the Unit as may reasonably be assigned by the Manager or Deputy Manager.

Job Requirements

Personal Specification

Qualification

• Advanced Diploma in Office Management and Administration
• Diploma Office in Management and Administration/Diploma Secretarial Studies/Certificate in Office Management (SIM)/Certificate in General Management plus competency certificate in typing or word processing or equivalent
• Certificate in Secretarial/Clerical Studies or equivalent

Experience

• Two (2) years’ satisfactory work experience

Competencies

Technical

• Planning, organising and coordinating
• Information technology and office systems
• Report writing and record keeping
• Customer orientation

Behavioural

• Accountability
• Communicating effectively
• Concern for quality and standards
• Team building
• Interpersonal skills
• Confidentiality and discretion
• Ability to work under pressure

How To Apply

Interested candidates should Sign-up or login to apply now or Completed application forms should be submitted to the Human Resources Section, Seychelles Hospital, Red Roof Building, Mont Fleuri or emailed to [email protected] along with certificates and references.

Click here to download Application Form

The closing date for applications is 30^th September,2026.

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED

Note:

In order to increase your chances of a successful selection, kindly ensure that your application is complete and that all relevant information such as your qualifications have been provided with your application.   Otherwise, the Employer reserves the right not to consider your application for selection.