Medical Secretary - Retina Department

Job Description’s

Designation of the Employee: - Secretary (Clinical Department)


(1) Secretarial functions.

1. To provide secretarial support to the HOD and other Senior Doctors of the department in related departments and day to day coordination with the stakeholders i.e
• Making schedules /organizers, fixing meetings after coordination, circulation of approved agenda drafting and circulating minutes’, proactively follow up of actions to ensure timelines are followed / raise flags timely if any activity is behind schedule,
• drafting letters and correspondence on email as per the instructions of HOD and reminding meetings / appointment about the same to all the stakeholders in advance
• Preparation of medical reports and certificates as per organizational standards.
• Managing and updating the Apex Scorecard to track key performance metrics.
• Creating and designing professional PowerPoint presentations to support departmental and organizational needs.

(2) Documentation and Coordination

• To oversee the department’s functions like processing papers related to the department, leave cards, coordinate and keep track of in and out documents processing, bills verification, imprest settlement, Expense Authorization and CIJ processing on timely basis
• To keep document in proper filling for easy retrieval of both documents in soft and hard formats as desired

(3) Travel desk and support functions

• To coordinate for necessary documentation related to conferences and workshops
• To coordinate with the MD / CEO office, HR, and Accounts related to the conference and workshop approvals
• To actively participate and lead coordination and logistics. coordination with events committee or other department in organizing departmental events
• to coordinate with Secondary centres if needed relating to the departmental need
• To ensure that timely coordination/communication is done to complete the activity loop
• Managing departmental queries, handling patients queries if any
• To manage office supplies, printer and desk top under the possessions and to ensure resources are utilized effectively
• To gain knowledge of EMR functions in due course of association

Any other responsibilities to be added if any by the HOD’s / Management


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