Administrative Assistant – AAR Hospital (Contract), Kiambu Road – Apply by 8th May 2025

Administrative Assistant – AAR Hospital (Contract), Kiambu Road – Apply by 8th May 2025

Location: AAR Hospital, Kiambu Road
Job Type: Contract
Application Deadline: 8th May 2025 (Shortlisting on a rolling basis)
Expected Salary: Must be indicated in the application letter

About AAR Hospital

AAR Hospital is a modern, technology-driven healthcare facility strategically located on Kiambu Road, Nairobi. Known for its innovation and excellence in delivering patient-centric medical care, AAR Hospital provides a wide range of specialist services across Kenya. It is designed to offer high-quality medical outcomes supported by digital systems, well-trained professionals, and globally benchmarked clinical protocols.

In its pursuit of operational efficiency and top-tier service delivery, AAR Hospital is seeking a highly organized and motivated Administrative Assistant to support its core administrative functions. This contract position is ideal for an experienced administrator ready to thrive in a fast-paced healthcare environment.

Essential Job Details

• Position: Administrative Assistant

• Location: Kiambu Road, Nairobi

• Job Type: Contract

• Industry: Healthcare / Hospital Administration

• Reporting to: Senior Management Team

• Deadline to Apply: 8th May 2025

• Shortlisting: Ongoing, rolling basis

• Expected Salary: Must be clearly stated in the cover letter

• Application Mode: Via email (CV and application letter only)

Introduction

This is an outstanding opportunity for a detail-oriented and experienced administrative professional to join a dynamic healthcare institution. The Administrative Assistant will ensure the smooth running of hospital operations by supporting administrative coordination, records management, compliance processes, and interdepartmental communication.

Ideal for someone who thrives in a structured, patient-focused setting, this role demands exceptional multitasking skills, organizational ability, and a strong grasp of office systems and procedures in a hospital environment.

Key Responsibilities

General Administrative Functions

• Provide administrative support to multiple departments across the hospital

• Maintain organized, secure, and confidential filing systems for all documentation

• Prepare professional correspondence, reports, presentations, and memoranda

• Implement departmental office systems, operations, and policy procedures

• Interpret and communicate hospital processes to staff and visitors

Scheduling and Event Coordination

• Coordinate appointments, staff meetings, and departmental schedules

• Support the arrangement and management of meetings for the Senior Management Team and Heads of Department

• Organize hospital visits for stakeholders and interested third parties, liaising with relevant departments

• Take meeting minutes and provide accurate documentation of key decisions

• Arrange travel and logistical support for internal and external hospital events

Finance and Procurement

• Support departmental budget monitoring, tracking expenditures, and maintaining financial spreadsheets

• Assist with resource allocation and stock control for administrative and stationery supplies

• Coordinate vendor relations and monitor delivery schedules of administrative stock items

Stakeholder Communication

• Act as the liaison between medical staff, administration, patients, external visitors, and regulatory agencies

• Respond to queries with professionalism and confidentiality

• Represent the hospital at events or during guest visits, upholding the hospital’s reputation

Support to Clinical Operations

• Collaborate with the Head of Clinical Services in updating regulatory licensure records

• Maintain accurate personnel records for admitting consultants

• Provide backup coverage for reception or other front-office roles when needed

• Participate in hospital quality audits and administrative improvement initiatives

• Support project-based documentation, records, and reporting related to clinical services

Required Qualifications and Experience

Educational Background

• Bachelor’s Degree in Business Administration, Office Management, or a related field

• Excellent command of MS Office Suite (Word, Excel, PowerPoint)

• Competence in scheduling and project management tools

Work Experience

• Minimum of 3–5 years in a fast-paced administrative role

• Prior experience in a hospital or healthcare setting is a definite advantage

Key Competencies and Skills

• High level of confidentiality and discretion

• Strong organizational skills with attention to detail

• Professional verbal and written communication skills

• Ability to prioritize, multitask, and manage administrative workloads effectively

• Sound minute-taking and meeting documentation abilities

• Customer-centric approach with strong interpersonal skills

• Adaptability to interact with diverse internal and external stakeholders

• Analytical mindset with budget monitoring skills

• Professional demeanor, courtesy, and teamwork in all interactions

• Solid problem-solving capabilities and time-sensitive decision-making

Company Culture and Environment

AAR Hospital prides itself on being an inclusive, forward-thinking institution that combines technology, healthcare, and hospitality to improve patient care outcomes. Employees benefit from a collaborative working environment, continuous professional development, and a strong performance-based culture.

The work culture is supportive and mission-driven, offering growth opportunities to those who demonstrate initiative and a commitment to excellence. Employees are empowered to contribute to process innovation, patient satisfaction, and organizational success.

How to Apply

Interested applicants should apply no later than 8th May 2025.

Application Instructions:
Send your application letter and CV only to: recruitment@aarhospital.com

Note:

• Indicate your expected salary clearly in the application letter.

• Do not attach academic or professional certificates at this stage.

• Shortlisting is being done on a rolling basis, so early applications are encouraged.

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