Senior Admin Assistant (Medical Services)

Job description / Role

Employment: Full Time

About the role

Experience a fast-paced, multicultural environment where your expertise in human resources will contribute to building a world-class employee experience while advancing your own career on a global stage.

In this role, you will need to function as a responsible individual in these areas, continuously monitoring and reviewing all the existing processes, making suggestions for improvement, and assisting in implementation of new processes.

In this role, you will:

• Co-ordinate the processing of all Aviation Medical Licences both local and international for flight and cabin crew including liaising and communicating with appropriate personnel internally and externally to ensure all licensing protocols and procedures are completed and maintained accurately on time.
• Maintain, update, file, and process all documentation related to Aviation Medical Licensing in coordination with the doctors to consolidate and establish proper recall and filing systems.
• Be responsible for organising and convening medical boards, general meetings for Aviation Medical Offices and assist in routine correspondence with local and international Aviation Medicine Licensing authorities.
• Oversee assigned area, report all quantifiable workload drivers, escalate any relevant problems, recommend enhancements or modifications relating to existing processes and practices followed within the section to team leaders.
• Initiate and monitor progress of specialised (MEDIFS) e-work flow systems with proper communication and coordination with relevant personnel until resolution.
• Ensure the smooth operation of the telephone room by monitoring call waiting, lost calls, timed out calls, executing action plans for immediate resolution of ongoing problems and escalating complex cases to appropriate personnel using the computerised telephone statistics system.
• Assist and collect information for senior team members to use as training initiatives.
• Reallocate resources to assist in other routine clerical administrative functions.
• Ensure the smooth operation of reception in order to provide high quality service. This will include correct processing of documents and files for current and future appointments in sequence and the front line problems are resolved as quickly and effectively as possible and escalated if required.
• Ensure all public areas in Medical Services are clean and tidy and contact the maintenance people if any problem needs to be actioned.
• Maintain records of bookings of the conference room, library, and electronic equipment by various sections at the Clinic to ensure proper allocation of resources.
• Generate the roster for team members and ensure appropriate coverage for clinic hours.

Qualifications & Experience

To be considered for the role, you must meet the below requirements:

• A minimum of 3 years of general administration experience.
• Proficient in operating a business telephone system.
• Proficiency in spoken and written English. Computer literacy (Word / Excel / PowerPoint).
• Experience working in a medical or dental environment would be an advantage.
• Experience in customer interaction would be an advantage.

About the Company

A fast-growing international airline with one of the youngest fleets in the sky and more than 400 awards for excellence worldwide.

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