Secretary or Administrative Assistant - 100%

In the context of a reorganization of the secretariat management at the Department of Medicine (DMED), you are hierarchically attached to the coordinator of the DMED secretariat. You organize, manage and supervise the activities of medical secretaries in services, while respecting departmental and institutional directives.

You organize and coordinate all activities of two service secretariats in accordance with departmental directives. You ensure operational supervision of collaborators and ensure that they are aware of procedures and changes related to their service secretariat.

You establish processes aimed at ensuring the quality of secretariat and reception activities, harmonizing professional practices, and maintaining departmental coherence at an administrative level.

You establish processes aimed at ensuring the programming and follow-up of endoscopy examination schedules and ensure their proper functioning.

You regularly meet with service chiefs to inform them of procedures and changes related to their secretariat.

Thanks to your ability to collaborate with multidisciplinary teams, you plan and coordinate the execution of administrative, medical, secretarial, and patient reception tasks.

You ensure proper management of patient file constitution, updating, and classification, without forgetting the downloading of all documentation established by external partners outside HUG.

To pilot administrative activity, you establish relevant indicators and ensure their follow-up.

You are responsible for controlling administrative data and clinical documentation while ensuring respect for institutional requirements. You ensure the finalization of clinical documentation within institutional deadlines.

You develop and update reference documents, procedures, and work methods that you communicate to your teams.

You manage various insurance reports in coordination with the responsible physician as well as complex correspondence.

Your communication skills allow you to supervise and motivate a team of secretaries.

You ensure the adequacy of resources relative to workload. You plan and lead regular team meetings and create a team dynamic.

You supervise, motivate, and track secretaries under your responsibility, conduct performance evaluations, and ensure team training.

You seize and manage schedules for all secretaries in your service under your responsibility.

You organize and coordinate secretary replacements when absent, optimizing the process if necessary. If needed, you provide support to the secretary team.

In a transversal manner, you participate in department or institution projects as well as training new collaborators and apprentices.

You ensure follow-up of coding, billing, and clinical documentation. As an administrative reference person, you are the point of contact for the coding service regarding any questions about this documentation.

In addition, you handle tasks specific to your service secretariat.