Senior/ Executive Assistant, Dental Services

You will provide comprehensive administrative and secretarial support to the Director of Dental Services and the department. You will play a key role in ensuring the smooth and efficient day-to-day operations of the department through effective records management, logistical coordination, billing administration, procurement support, and general office administration.

Key Responsibilities

• Provide administrative and secretarial support to the Director of Dental Services and departmental staff.
• Maintain and manage departmental records, documentation, and filing systems in accordance with organizational policies.
• Coordinate and arrange logistics for meetings, events, training sessions, and other departmental activities.
• Prepare meeting agendas and materials, schedule appointments, manage calendars, and record meeting minutes as required.
• Coordinate with the National Environment Agency (NEA) on matters relating to radiation licence administration, TLD tag exchanges, licence renewals, payments, and regulatory compliance.
• Process and monitor departmental billing, invoices, and related administrative documentation.
• Assist with dental clinics' procurement and inventory management activities, including stock monitoring, replenishment, vendor coordination, and maintaining adequate inventory levels.
• Ensure compliance with administrative procedures, policies, and regulatory requirements.
• Manage departmental IT hardware and software requirements, and liaise with relevant vendors and support teams to ensure timely resolution of issues.
• Handle correspondence, telephone enquiries, and communications with internal and external stakeholders in a professional manner.
• Perform other administrative duties and projects as assigned by the Director of Dental Services.

Requirements

• Diploma in any discipline.
• Minimum 3 years of relevant working experience, preferably within the healthcare sector.
• Strong communication and interpersonal skills, with the ability to engage effectively with stakeholders at all levels.
• Meticulous, proactive, and able to work collaboratively in a team environment.
• Excellent IT literacy, including proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Ability to work independently, manage multiple priorities, and perform effectively in a fast-paced environment.
• Strong organisational and problem-solving skills with keen attention to detail.
• A cheerful, positive, and service-oriented personality will be an advantage.