Quality Department Admin At The African Medical Centre Of Excellence (amce) The African Medical Centre of Excellence (AMCE)
full-time
Job Role
The Quality Administrative Officer provides comprehensive administrative and operational support to the Hospital Quality Department to ensure the effective coordination of quality improvement initiatives, accreditation activities, patient safety programs, regulatory compliance, clinical audits, and departmental governance.
The role is responsible for maintaining departmental records, coordinating meetings and training, managing documentation, tracking action plans, supporting quality reporting, and facilitating communication across the organization.
Key Responsibilities
Coordinate daily administrative activities of the Quality Department.
Maintain quality management documentation, including policies, procedures, guidelines, and forms.
Manage document version control and ensure timely review of controlled documents.
Schedule and coordinate quality committees, accreditation meetings, and quality improvement meetings.
Prepare meeting agendas, record minutes, and monitor completion of action items.
Maintain departmental calendars and monitor key quality and accreditation deadlines.
Support the preparation of monthly, quarterly, and annual quality reports.
Assist with the collection, compilation, and organization of quality indicator data.
Coordinate logistics for accreditation surveys, mock surveys, regulatory inspections, and clinical audits.
Maintain records of incident reports, corrective and preventive actions (CAPAs), and quality improvement projects.
Coordinate departmental training activities and maintain staff training records.
Manage departmental correspondence, filing systems, and electronic records.
Support procurement and inventory management of departmental supplies.
Liaise with clinical and non-clinical departments to facilitate quality initiatives.
Ensure confidentiality of quality, patient safety, and organizational information.
Perform other administrative duties assigned by the Director/Head of Quality.
Core Competencies:
Excellent organizational and time management skills.
Strong written and verbal communication skills.
High attention to detail and accuracy.
Ability to manage multiple priorities and meet deadlines.
Proficiency in Microsoft Office and document management systems.
Strong interpersonal and customer service skills.
Ability to work independently and collaboratively within multidisciplinary teams.
Integrity, discretion, and professionalism when handling confidential information.
Advanced analytical and reporting skills.
Qualifications
Education:
Bachelor's Degree in Business Administration, Health Information Management, Healthcare Administration, Public Administration, or a related field.
A diploma or certification in Office Administration or Secretarial Studies may be acceptable with relevant experience.
Experience:
2 - 5 years of administrative experience, preferably in a hospital or healthcare setting.
Experience supporting quality improvement, accreditation, regulatory compliance, or clinical governance activities is an advantage.
Experience in document management, meeting coordination, and report preparation.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access) and electronic document management systems.
Preferred Qualifications:
Knowledge of hospital accreditation standards (e.g., JCI, COHSASA, ISO 9001, SafeCare, or national standards).
Familiarity with quality improvement methodologies and healthcare quality terminology.
Experience using quality management, incident reporting or customer relationship management software is desirable.
Must have skills:
Advanced analytical and reporting skills.