What you'll do

• Maintain an organised filing system for office documents, technical drawings, and correspondence in line with hospital standards.
• Handle incoming and outgoing documents, mail, and requests from other departments and consultants, ensuring timely distribution and follow-up.
• Raise purchase requisitions and process invoices, liaising with Finance and relevant departments for timely payment and proper record-keeping.
• Track and follow up on outstanding payments with external vendors, suppliers, and contractors, ensuring invoices and claims are processed, documented, and resolved within agreed timelines.
• Manage office supplies and stationery, ensuring sufficient stock is maintained.
• Schedule and coordinate meetings, book venues, and ensure rooms are set up with necessary equipment and materials.
• Attend meetings as assigned to take clear and accurate notes, and distribute minutes to attendees following approval.
• Follow up on meeting action items and assist in compiling status updates for the team.
• Provide logistical support for hospital-wide events, forums, and engagement sessions, including venue booking, setup coordination, and on-the-day support.
• Liaise with vendors for displays, exhibitions, and visual materials, coordinating delivery, installation, and removal in line with event timelines.
• Assist in preparing presentation materials, collaterals, and briefing packs for internal and external stakeholders.
• Assist with onboarding of new team members, including coordinating access, IT setup, and induction arrangements.
• Handle internal communications and correspondence professionally, including responding to general enquiries and directing queries to the right person.
• Support the team with any other administrative or operational tasks as assigned by the supervisor or Head of Department.