Medical Secretary (M/F)

ABOUT THE INSTITUT PASTEUR DE GUINEA

The Institut Pasteur de Guinée (IPGui) is an autonomous Guinean public institution with special status created in September 2015. As part of the "One Health" concept, it is in close interaction with the Ministry of Higher Education, Scientific Research and Innovation, the Ministry of Health and Public Hygiene, the Ministry of Agriculture and Livestock and the Ministry of Environment and Sustainable Development of Guinea. Its vision is to develop reference human and technological capacities for research at the service of population health in Guinea and around the world. IPGui is a member of the Pasteur Institutes International Network (PN for Pasteur Network) which brings together 33 research and public health institutes worldwide. Its main objective is to respond to epidemic emergencies, to participate in surveillance and research on infectious diseases, including zoonoses, to train and support Guinean scientists and finally to provide public health services to the population. To do this, we have research laboratories with international standards and a center for medical biology and vaccination. The scientific organization and support functions are growing rapidly. Joining the IPGui means joining a dynamic, multicultural team committed to scientific and medical innovation.

INFORMATION ON POSITIONS

Nature of Positions: Full-time. Type of contract: CDD (6 months renewable and evoluable)

Location

Location: Institut Pasteur de Guinée, Conakry.

Main duties

MAIN DUTIES OF THE POST:

Other information

The main mission of the medical secretary is to welcome, inform and advise patients who are addressing the laboratory or vaccination center. He/She creates patient records and follows them up under the authority of the medical biologist.

ADMINISTRATIVE FRAMEWORK

Administratively, the Medical Secretary:

• Enters and bills the debtors (patients, insurance, etc.).
• Cash payments and ensure the collection of invoices.
• Restarts unsolved files and tracks pending files.
• Manages mail (departure/arrival), time and records.
• Organizes, updates and tracks databases, dashboards and administrative tracking tools.
• Provides support to the Medical Biologist in daily administrative management.
• Participates in the drafting, updating and improvement of quality documents of the secretariat.
• Proposes improvements in organization and risk management.
• Declares nonconformities and contributes to continuous improvement.
• Applies security and confidentiality rules (medical secret).

Responsibilities

OPERATIONAL AND TECHNICAL RESPONSIBILITIES

• Welcomes, informs, orients and advises patients.
• Creates patient records in the computer system according to the prescription.
• Inform patients about the recommendations of samples.
• Give the results to patients.
• Fold and sort the reports.
• Treats mail related to medical activities.
• Manages the stock of equipment necessary for the activity of the secretariat.

Education / Qualifications

• Participates in informing and training staff on the tasks of the secretariat.
• Report any malfunctions found.
• Prepares daily billing and monthly statistics related to accounting, in Kalisil software.

INTERESTS, CONSTRAINTS AND DIFFICULTIES OF THE POSITION:

• Rigor and sense of organization
• Teamwork
• Autonomy The IPGUI has put in place a Gender Equality Plan (GEP). It grants equal opportunities H/F and strongly encourages female candidates. Application file: A letter of motivation addressed to the Director General, and an updated Curriculum Vitae. Only shortlisted candidates will be called in for a selection test. Duties To welcome, inform, guide and advise patients who come to the laboratory or vaccination centre Create patient records in the computer system according to the prescription and monitor them under the authority of the medical biologist Seize and bill debtors (patients, insurance, etc.) Cash payments and ensure the collection of invoices Restart unsettled files and track pending files Manage mail (departure/arrival), time and records Organize, update and track databases, dashboards and administrative monitoring tools Providing support to the Medical Biologist in daily administrative management Participate in the drafting, updating and improvement of secretariat quality documents Propose improvements in organization and risk management Declare non-conformities and contribute to continuous improvement Apply security and confidentiality rules (medical secret) Inform patients about the recommendations of samples Returning results to patients Folding and classifying reports Dealing with mail related to medical activities Manage the stock of equipment needed for the secretariat’s activity Participate in staff information and training on secretariat tasks Report any malfunctions found Prepare daily billings and monthly statistics related to accounting, in Kalisil software

Candidate profile

Medical secretarial diploma or administrative profile with a first experience in medical / laboratory environment Good knowledge of medical terminology and ideally the nomenclature of biological acts Excellent sense of welcome (physical and telephone), diplomacy and empathy Strong sense of confidentiality and respect for professional secrecy Excellent oral and written communication in French Strong administrative management skills and patient reception Mastery of the Office suite (Word, Excel, Outlook) and ease with digital tools Rigor and sense of organization Ability to work in a team and autonomy Assets Good level of English Ideally knowledge of the nomenclature of biological acts

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