Administrative Assistant Full-time Job

Aspen Medical is seeking qualified and experienced candidate for the position of Administrative Assistant. The Administrative Assistant is responsible for the provision of high-quality and timely advice and support in respect of all elements of office administration, diary and calendar management and completion of assigned tasks. The role will ensure utmost confidentiality with staff related enquiries, concerns and contributing to the development, implementation, and monitoring policies, regulations, and practices at Aspen Medical. The role supports the admin activities in the Executive space.

The roles and responsibilities of this position include:

Diary, Calendar and Email/Correspondence Management

• Ensure that the Executive’s diary is well-managed, in respect of co-ordinating all Calendar meetings and other appointments in line with meeting priorities and business needs;
• Manage the Executive’s email account, ensuring that all emails are promptly addressed, replies sent and required actions are undertaken;
• Manage all mail correspondence received in the Executive’s office, ensuring that appropriate action is taken as required, including with regard to:
• Acknowledging receipt of correspondence where necessary;
• On-forwarding correspondence to other HCF Executives, Managers and other personnel, as required, for action and reply;
• Bring correspondence to the immediate attention of the Executive as may be required;
• File correspondence for easy retrieval at a later date, if required.

General Administration Support to Executive

• Provide administration support to the Executive, in respect of:
  • Office management;
  • Attend meetings and discussions as required, take notes/minutes and ensure appropriate follow-up actions are undertaken;
  • Liaising with HCF Executive and Management team members to ensure all required information and reporting is provided to the Executive on a timely basis.

General Administration Support to Board

• Assist with the compilation and distribution of papers, correspondence and other items as required to Board Members;
• Attend scheduled and out of session Board and Committee meetings taking minutes;
• Draft Board and Committee minutes for Secretariat approval.
• Coordinate Board and Committee calendar as required.

Project Support

• Participate in assigned tasks and projects as directed from time to time;

Other Duties

• Ensure that all Personnel files are maintained and updated on a timely basis with recording the necessary details such as (new hires, terminations, leaves and staff related information).
• Prepare documentation and collate the process for onboarding.
• Answer telephone calls and assist staff with needed information.
• Assist with interview and recruitment process such as scheduling interviews and conducting reference checks.
• Help with payroll process and collating necessary documentation prior to pay processing.

Experience and Qualifications Required

• Diploma in Human Resource Management, Administration, Public Relations or relevant field
• 3 – 5 years of experience in office administration, or a related field
• Ability to use computer software including MS Outlook, Word, Excel and HR software
• People skills and excellent time management skills.
• Act as a team player and support the operations of the Executive Office.
• Excellent written and verbal/communication skills
• Exceptional IT knowledge and experience on Microsoft systems such as PowerPoint, Excel, Word, Outlook
• Proactive self-starter; able to take initiative and work independently with a sense of urgency in completing assigned tasks, making excellent decisions, and has a strong focus and attention to details.
• Ability to manage high-volume workload with multiple projects/activities; results-driven
• Process-oriented with ability to contribute to continuous improvement.
• Rigorous filing and record management skills
• Good knowledge of Risk Assessment, and Ergonomics.

Contact Information

For any queries on the position, please contact us via email recruitment@aspenmedical.com.fj

We value diversity and inclusivity in the workplace and actively encourage applications from qualified candidates, diverse cultural backgrounds, and applicants with disabilities who possess relevant skills and knowledge to apply.