KLUANG UTAMA SPECIALIST HOSPITAL

ADMINISTRATION SERVICES

JOB DESCRIPTION

POSITION : SECRETARY
ACCOUNTABLE TO : GENERAL MANAGER

To provide secretarial and administrative support to General Manager and the

Management team through conducting and organizing secretarial and
administrative duties and activities including receiving and handling of information.
.
1. REQUIREMENTS OF A SECRETARY

1. Diploma in Executive Secretaryship

2. Good interpersonal skills; friendly and approachable; capable to
communicate with all levels of staff and team working; innovative;
proactive.
3. Ability to converse in Bahasa Malaysia and English Language.
Conversant in other languages would be added advantages

2. JOB SCOPES

1. Answering, screening and taking messages of telephone calls

2. Maintaining diaries and arranging of appointments
3. Typing and word processing
4. Filing
5. Organising and servicing meetings (producing agendas, taking of
minutes and drafting of reports)
6. Managing databases
7. Prioritising workloads
8. Handling correspondence
9. Liaising with staff, Consultants, KPJ, sister’s hospitals and external
parties
 10. Coordinating mail-shots and similar publicity tasks
11. Drafting and issuing of notices / memos / letters / correspondences
/ faxes by email/post/courier
12. Responding/liaising/coordinating on requests via telephone/emails
13. Hotel bookings, reservation, make appointments, transportation
arrangements
14. To arrange refreshment for the meetings.
15. Liaisons person for documentations for Administration matters,
Resident and Visiting Consultants matters and Internal staff, KPJ
and external parties requests.
16. Confidentiality
17. Compliance IMS

3. OSH ACT & REGULATIONS 1994

Responsible and accountable to carry out duties as an employee as

stipulated in OSH Act and Regulations 1994:

1. To take reasonable care at work for the safety of yourself and other
persons.
2. To cooperate with your employer or any other person in the discharge
of any duty.
3. To wear or use any protective equipment or clothing provided by the
employer.
4. To comply with any instruction or measure on occupational safety and
health.

Prepared By : Approved By :

___________________ _____________________

Secretary General Manager

Date : Date :
I, __________________________________ position, _______________________
agreed to carry out the above responsibilities and shall be accountable for the task
assigned to me.

Signature : _____________________________ Date : ___________