Senior Assistant, Department of Oncology
Department: Oncology
Entity: Aga Khan University Hospital
Location: Karachi, Pakistan
Introduction:
The Aga Khan University Hospital is a not-for-profit healthcare institute that offers all medical services to their patients under one roof. In addition to the tertiary care hospital in Karachi, AKUH has a network of 4 secondary care hospitals, 30+ Medical Centres, and over 290+ Clinical Laboratories, 30+ Pharmacies in over 120+ cities across Pakistan. It also offers Home Healthcare Services and home deliveries of medicines. The Hospital provides Zakat for those patients who are eligible, and the health systems offers generous Patient Welfare to support those in financial need. In recognition of its high quality and patient safety, the AKUH is accredited by the Joint Commission International (JCI) as an Academic Medical Centre and its Clinical Laboratories are accredited by the College of American Pathologists (CAP) for fast and accurate testing.
As an equal opportunity employer, AKU believes in promoting a diverse and inclusive culture and is committed to adopting appropriate standards for safeguarding and promoting a respectful relationship with and between diverse workforce of its faculty, staff, trainees, volunteers, beneficiaries, wider communities, and other stakeholders with whom it works, including children and vulnerable adults and expects all employees/trainees and partners to share this commitment.
Responsibilities:
We are seeking an energetic and motivated and Senior Assistant to join our team. Reporting to the Assistant Manager, you will play a pivotal part in maintaining office operations, facilitating effective coordination, and ensuring the smooth execution of administrative tasks.
Specifically, you will be responsible for:
- Perform routine administrative tasks, such as posting, sorting, and maintaining records in accordance with provided guidelines, on a daily basis or as required.
- Prepare correspondence, reports, academic research papers, and other materials relevant to designated areas.
- Safeguard highly confidential information and manage the filing of sensitive official correspondence.
- Coordinate and schedule appointments and meetings and prepare accurate meeting minutes.
- Manage logistical arrangements for meetings, events, and workshops organized by the section or department.
- Facilitate workflow coordination, maintain schedules, and ensure that work is completed within agreed-upon deadlines.
- Initiate online PeopleSoft requests for office supplies and coordinate with the Warehouse and Purchase Department to ensure timely delivery.
- Initiate online PeopleSoft requests for payment transactions and submit payment receipts and expense reports to the AKU Finance Department. Follow up on any pending financial matters with AKU Finance.
- Initiate purchase requisitions and oversee the approval process through department heads, the Dean's office, and Finance. Follow up with the Purchase department to ensure timely equipment delivery.
- Ensure the prompt delivery of capital equipment to the respective faculty and staff and maintain a comprehensive record of all capital equipment.
- Assist section faculty with tasks including meetings, conferences, FDA procedures, leave requests, and other assignments.
- Collaborate with section faculty to coordinate travel arrangements and follow up with the Finance and Travel departments as needed.
- Maintain documents related to section faculty and support them with credentialing and PMDC issues.
- Contribute to departmental event planning and management.
- Provide assistance with any additional tasks delegated by the Assistant Manager.
Requirements:
You should have:
- Possession of a Bachelor's degree recognized by the Higher Education Commission (HEC).
- At least two years of relevant work experience (ideally in the healthcare sector).
- Proficiency in computer usage, particularly in the utilization of Microsoft Office applications.
- Excellent communication and interpersonal skills.
- Demonstrated ability to perform effectively under pressure.
- Strong administrative and organizational aptitude.
Note: Comprehensive employment reference checks will be conducted.
