Administrative Assistant - Blood Transfusion Services

Essential Responsibilities and Duties

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.   Print, process and organize the BTS documentation system

6.   Receive reports from the Planning & Budgeting Officer on a monthly basis to print and send them to the relevant stakeholders

7.   Send reports, letters and requisitions to relevant departments and external stakeholders

8.   Follow up and keep track of technicians’ schedule, attendance, and leaves at the BTS centers

9. Prepare end of month attendance report and submit to HR

10. Coordinate with the Blood Drive Coordinator for assistance in the organization of the blood drive campaigns and events

11. Communicate with the Quality Control Manager to set up a QA schedule for the BTS centers

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

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

14. Prepare scheduling for call center operators

15. Submits monthly general report on Blood in and out beneficiaries/plasma etc...