Administrative Assistant for Blood Transfusion Services  (Lebanese Red Cross)

Administrative Assistant for Blood Transfusion Services 

Main Role

The Administrative Assistant is responsible to provide administrative support to the BTS department, maintain and manage all records and relevant files and assist the BTS Director in his/her daily tasks.

Operational Roles and Responsibilities

1.   Provide day-to-day administrative support services to the BTS department

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 department 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 departments 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 set up a QA schedule for the BTS centers

13. Coordinate with the Branches regarding activities pertaining to the BTS Centers.

14. Receive the BTS department correspondence and dispatch to relevant positions or branches