Job Summary:

The Assistant Administrative Officer (Confidential Secretary) will provide high-level administrative and clerical support to the Nurse Manager at Eleanor Slater Hospital. This role involves managing communications, documentation, scheduling, and staff engagement initiatives. The ideal candidate is highly organized, detail-oriented, and capable of working independently while maintaining confidentiality and professionalism.

Key Responsibilities:

• Provide administrative support including scheduling, correspondence, and document preparation.

• Manage the Nurse Manager’s calendar and facilitate communication with staff, leadership, and external contacts.

• Screen calls, visitors, and information requests while ensuring confidentiality.

• Prepare agendas, attend meetings, and record/distribute confidential minutes.

• Assist with performance evaluations, compliance reporting, and timesheet/payroll processing.

• Support credentialing and onboarding of employees.

• Develop internal communications, presentations, and recruitment materials using Microsoft Office and Canva.

• Create staff engagement materials such as newsletters, recognition boards, and digital communications.

• Ensure compliance with HIPAA, labor relations, and confidentiality requirements.

• Maintain accurate records, secure files, and monitor shared drives/calendars.

Required Qualifications:

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

• Strong organizational skills and attention to detail.

• Excellent interpersonal and communication skills.

• Ability to maintain confidentiality and exercise discretion.

• Prior experience with electronic medical records (preferred).

• Experience in healthcare recruitment or job fair coordination (preferred).

Health & Documentation Requirements:

• COVID-19 Vaccination (documentation required if vaccinated)

• TB Test

• MMR

• Varicella

• TDAP

• Physical Examination

• Hepatitis B (or declination)

• Influenza Vaccine (or declination)

• Valid Driver’s License