Administrative Assistant for Blood Transfusion Services

Operational Roles and Responsibilities

1. Provide day-to-day administrative support services to the BTS Sector.
2. Schedule appointments for the BTS Director.
3. Prepare logistics for meetings, conferences and seminars which are chaired by the BTS Director,compile the required documentation for the meetings, type and distribute agendas for the participants, and report any problems or issues arising during the planning of the special projects.
4. Maintain files and all documents concerning the BTS Sector and ensure proper filing and archiving of all BTS database.
5. Classify daily priorities according to the importance of the tasks.
6. Print, process and organize the BTS documentation system.
7. Receive reports from the Planning & Budgeting Officer on a monthly basis to print and send them to the relevant stakeholders.
8. Send reports, letters and requisitions to relevant sectors/sections and external stakeholders.
9. Follow up and keep track of technicians’ schedule, attendance, and leaves at the BTS centers.
10. Prepare end of month attendance report and submit to HR.
11. Coordinate with the Blood Drive Coordinator for assistance in the organization of the blood drive campaigns and events.
12. Communicate with the Quality Control Manager to setup a QA schedule for the BTS centers.
13. Coordinate with the Branches regarding activities pertaining to the BTS Centers.
14. Receive the BTS Sector correspondence and dispatch to relevant positions or branches.