Job Description
Coast General Teaching and Referral Hospital is recruiting a Health Administrative Officer III to support the efficient management of administrative operations across its healthcare services. The position is suited to an individual who enjoys coordinating processes, maintaining organized systems, and ensuring that essential administrative functions contribute to the smooth running of a busy referral hospital.
The officer will coordinate day-to-day administrative activities that keep hospital departments operating efficiently. Responsibilities include managing official documentation, organizing operational records, preparing administrative reports, coordinating departmental schedules, and ensuring that information required for decision-making is available when needed. Accuracy, reliability, and strong organizational ability will be essential for maintaining effective administrative support across assigned units.
Working with clinical teams, finance personnel, procurement staff, human resource officers, and departmental supervisors, the successful applicant will help maintain effective communication and consistent administrative practices throughout the hospital. The role also involves monitoring workflows, supporting institutional planning, and assisting with initiatives designed to improve operational efficiency while ensuring compliance with established procedures.
The position offers opportunities to contribute beyond routine office administration by supporting quality initiatives, coordinating meetings, maintaining official records, and assisting with projects that strengthen service delivery. Success in this role depends on sound judgement, discretion when handling confidential information, and the ability to organize multiple priorities within demanding operational environments.
Coast General Teaching and Referral Hospital values professionalism, accountability, initiative, and respect in every aspect of public service. This appointment offers an opportunity to build a rewarding career while contributing to the effective administration of one of the county's leading referral hospitals and supporting the delivery of dependable healthcare services for the communities it serves.
Key Responsibilities
- Coordinate administrative workflows that support the uninterrupted delivery of hospital services.
- Organize and maintain official departmental records, ensuring accuracy, accessibility, and proper document control.
- Draft letters, reports, briefing notes, and other administrative documents required by hospital management.
- Schedule meetings, prepare supporting materials, record proceedings, and monitor implementation of agreed action points.
- Coordinate departmental work plans and assist with the organization of operational activities.
- Monitor compliance with approved administrative procedures and recommend corrective measures where necessary.
- Facilitate effective communication between hospital departments to improve coordination and information sharing.
- Compile operational statistics and administrative data for routine and strategic reporting.
- Assist in preparing budget-related documentation and monitor administrative expenditure records.
- Review office resource utilization and recommend practical measures that improve efficiency and reduce unnecessary costs.
- Process procurement documentation and follow up on administrative approvals in accordance with established procedures.
- Coordinate the acquisition, distribution, and accountability of office supplies and administrative equipment.
- Support orientation activities for newly deployed staff within assigned departments.
- Maintain staff attendance records, duty schedules, and other workforce administration documents where assigned.
- Safeguard confidential information by ensuring secure handling and storage of official records.
- Verify the completeness and accuracy of administrative documents before submission for approval.
- Coordinate administrative support during inspections, audits, and institutional compliance assessments.
- Prepare statutory returns and periodic management reports within established timelines.
- Respond professionally to enquiries from staff, service users, partners, and members of the public.
- Monitor incoming and outgoing correspondence to ensure timely distribution and appropriate follow-up.
- Organize workshops, training sessions, official visits, and departmental events.
- Coordinate travel logistics and administrative arrangements for approved official assignments.
- Maintain reliable electronic databases and update administrative information as required.
- Identify operational bottlenecks and recommend practical improvements that strengthen administrative performance.
- Support the implementation and continuous improvement of electronic records management systems.
- Track departmental assignments and provide progress updates to supervisors on outstanding activities.
- Assist in implementing initiatives that improve efficiency, accountability, and service quality across administrative functions.
- Promote responsible use of office facilities, equipment, and institutional resources.
- Build effective working relationships that encourage collaboration across hospital departments.
- Maintain accurate archives that support institutional accountability and future reference.
- Assist departmental supervisors in monitoring performance indicators and operational targets.
- Contribute to planning exercises by providing accurate administrative information and logistical support.
- Ensure administrative activities comply with applicable government regulations and hospital policies.
- Support continuity of operations during periods of increased workload by prioritizing essential administrative functions.
- Demonstrate professionalism, integrity, courtesy, and impartiality in every administrative responsibility performed.
- Undertake additional administrative duties assigned by supervisors that are consistent with the responsibilities of the position.
Qualifications & Requirements
- Bachelor's Degree in Health Administration, Health Management, Public Administration, Business Administration, or another relevant field from a recognized institution.
- Registration with the relevant professional body where applicable.
- Proficiency in computer applications used in office administration.
- Knowledge of public sector administrative procedures is an added advantage.
- Demonstrated understanding of records management principles.
- Good written and verbal communication skills.
- Commitment to ethical conduct and public service values.
- Administrative coordination.
- Office operations management.
- Records and document administration.
- Report preparation.
- Data organization.
- Digital office proficiency.
- Analytical and problem
- solving skills.
- Effective written and verbal communication.
- Planning and task prioritization.
- Team collaboration.
- Confidential information handling.
- Resource coordination.
- Sound professional judgment.
- Accuracy and attention to detail.
- Adaptability in fast
- paced environments.
- Customer service orientation.
- Accountability and integrity.
- Initiative and self
- management.
How to Apply
Interested candidates who meet the stated requirements are invited to submit a complete application before the closing date. Applications should include a signed application letter indicating the position applied for, a detailed curriculum vitae, certified copies of academic and professional certificates, a copy of the national identification document, and any additional supporting documents relevant to the position. Applicants should ensure that all information provided is accurate, complete, and current before submission. Only candidates who satisfy the advertised requirements will be considered for the next stage of the recruitment process. Shortlisted applicants may be required to present original documents during verification and attend interviews as scheduled by the employer. Late applications or incomplete submissions may not be considered. Coast General Teaching and Referral Hospital is committed to transparent, merit-based, and equal opportunity recruitment and encourages qualified individuals with the required competencies, professionalism, and commitment to public service to apply within the specified application period.