Administrative Assistant (Hospital Setting)

Job Description

The Administrative Assistant to the Chief Financial Officer will provide structured execution
support, coordination, and disciplined follow-through. The role is designed to ensure orderly
scheduling, document control, submission tracking, action follow-up, and closure of time-
sensitive internal and external deliverables. The position supports governance, external
credibility, and the effective use of executive time by enabling the CFO to focus on strategic,
financial, and operational leadership responsibilities.

Main Duties & Responsibilities
Executive Scheduling and Time Coordination
 Coordinate and manage the CFO’s calendar, ensuring structured scheduling,
prioritization of time-critical matters, and efficient use of executive time
 Control meeting requests and coordinate engagements to reduce ad-hoc interruptions and
unplanned access
 Confirm meetings, circulate agendas, and ensure required documentation is prepared in
advance

Document Control, Submissions, and Follow-Up
 Maintain a formal register of all CFO-office submissions
 Assemble, format, package, dispatch, and confirm receipt of correspondence and
submission packages
 Track deadlines, responses, and follow-up actions, escalating overdue matters to the CFO
 Maintain version control and ensure documents are accurately filed and retrievable
Meetings, Minutes, and Action Management
 Prepare meeting agendas and supporting documentation as directed
 Attend designated meetings, record decisions, minutes, and assigned actions
 Maintain an action-tracking log and follow up with responsible officers to ensure timely
closure
 Circulate minutes and action summaries within agreed timeframes

Correspondence and Communications Support
 Draft, proofread, format, and manage correspondence, memoranda, reports, and
presentations for the CFO
 Serve as a controlled intake point for communications directed to the CFO, ensuring
matters are logged, prioritized, and routed appropriately
 Maintain professional discretion and confidentiality in all communications
MoU, Agreement, and Contract Administration
 Monitor signature status, effective dates, deliverables, renewal dates, and expiries
Proactively flag upcoming deadlines or lapses
Filing, Records, and Confidentiality
 Maintain secure electronic and physical filing systems for the CFO’s office
 Ensure confidentiality of financial, contractual, personnel-related, and strategic
information

Special Assignments
 Provide structured execution support for CFO-led initiatives related to budgeting cycles,
financial recovery, capital funding, governance, and policy implementation
 Perform related duties consistent with the execution support and coordination mandate of
the CFO’s office

Education, Experience and Background:
 A minimum of five (5) years’ experience in a similar position.
 Must have at least (5) O’ Levels/ CSEC/ CXC subjects, inclusive of Mathematics and
English Language.
 A Degree in related field would be an asset
 Must be Computer Literate and have a strong working knowledge of the Microsoft Office
Suite, especially Word and Excel
 High level of professionalism and good conceptual skills.
 Good interpersonal skills in relation to co-workers, administrators and customers.
 Excellent problem-solving skills, including the ability to identify multiple factors that
may impact decisions and then select the best option.
 Ability to exercise tact, judgment and persuasiveness in creating and maintaining
harmonious relations in working with co-workers, patients, families, visitors, physicians
and the general public.