Secretarial Administrative Assistant, ENT Outpatient Clinic

Will you be the administrative multitasker who gets energy from organizing, planning, and arranging starting in March/April 2027? Do you enjoy playing an indispensable role behind the scenes for a large and dynamic outpatient clinic? Then we would love to meet you!

As a Secretarial Administrative Assistant, you are the primary point of contact for everything related to personnel and organizational processes within the ENT outpatient clinic. In this position, you are distanced from the patients and therefore do not perform reception duties. Instead, you are the driving force behind the scenes, ensuring a smooth workflow for our employees and supporting the department with a wide range of administrative, secretarial, and HR-related tasks. Your focus is therefore not on patients, but on your immediate colleagues.

In short: a versatile position for an administrative professional who likes to take charge, gets energy from supporting people and processes, and wants to fulfill an indispensable role within a dynamic outpatient clinic.

In this role, you are responsible for the personnel and hours administration of a large and diverse group of employees, including medical specialists, physician assistants, audiologists, paramedics, and support colleagues. You process personnel changes, leave and absenteeism registrations, secondments, internships, and schedule changes, and monitor the progress of various HR processes. In doing so, you work with various digital systems and ensure that the administrative foundation is always in order.

Additionally, you support the organization of education, meetings, and gatherings, coordinate the planning of various activities, and are responsible for diverse facility and organizational matters. You think ahead, identify bottlenecks, and ensure that colleagues can rely on a well-organized secretariat.

You also manage an important part of the department's procurement processes. From ordering paperclips to guiding investment requests for larger purchases: you ensure that everything is processed correctly administratively. Creating purchase order numbers, coordinating with suppliers and internal departments, and monitoring progress are among your responsibilities.

You manage all outpatient medical protocols and working methods in the quality management system. You ensure that these documents remain up-to-date, complete, and accessible to employees. In doing so, you make an important contribution to the quality and continuity of care within the department.

Due to the nature of the work, you will regularly deal with privacy-sensitive information and confidential personnel matters. Discretion, integrity, and care are therefore essential. You understand better than anyone that trust forms the basis of this position.