SECRETARY

Description

Job Summary: The Secretary of CER III provides administrative and organizational support and serves as a liaison among users, families, and teams, ensuring document organization, recordkeeping, and communication. Key Highlights: 1. Essential administrative and organizational support for coordination and teams. 2. Management of workflows and records, including scheduling and data updates. 3. Communication and relationship management, acting as a channel between departments and external parties. The Secretary of CER III is responsible for providing administrative and organizational support to coordination activities, multidisciplinary teams, and center management. They serve as a liaison among users, families, staff, and institutional departments, ensuring document organization, systematic recordkeeping, service delivery workflows, and internal and external communication. **Main Responsibilities** **1\. Administrative and Organizational Support** * Attend to users, families, and visitors by providing information, referrals, and humane support; * Organize and maintain up-to-date physical and digital sector documents (medical records, reports, documents, schedules); * Prepare monitoring spreadsheets and routine documents; * Manage professionals’ and coordination schedules, arranging appointments, meetings, and commitments; * Organize and support internal and external events promoted by CER III (seminars, workshops, campaigns). **2\. Workflow and Record Management** * Schedule user consultations, assessments, and therapies according to institutional protocols; * Enter and update data in internal and external systems (Ministry of Health, health plans, electronic medical records); * Support user attendance tracking, generating reports and forwarding them to coordination; * Assist in preparing and submitting production reports, indicators, and spreadsheets required by regulatory agencies. **3\. Support for Multidisciplinary Teams** * Provide administrative support to healthcare professionals, facilitating information flow between departments; * Support scheduling of exams, external referrals, and contact with other healthcare services; * Assist in organizing materials for meetings, therapeutic groups, and workshops. **4\. Communication and Relationship Management** * Act as the communication channel between the department, management, and other APAE departments; * Draft official CER III notices and room schedules; * Answer phone calls, respond to institutional e-mails, and manage routine communication with families and external agencies; * Support preparation of departmental outreach materials and campaigns, coordinated with institutional communications.