Head of Medical Secretariat and Desks at the Emergency Department

About the job

Administration

Head of Medical Secretariat and Desks at the Emergency Department

The Emergency Department has an administrative team that operates at the various desks within the Emergency Care Sectors, as well as in the medical secretariat of the department for back-office management. This team is responsible for supporting the medical and nursing teams, responding to requests from patients and their families, and ensuring the medical secretariat. To strengthen this administrative team, the Emergency Department is looking for a head of the medical secretariat and desks.

Context

The Lausanne University Hospital (CHUV) is one of the 5 Swiss university hospitals. Thanks to its collaboration with the Faculty of Biology and Medicine of the University of Lausanne and EPFL, CHUV plays a leading role in medical care, medical research, and education.

The Emergency Department ensures reception, triage, orientation, and provides emergency and resuscitation care. As a reference service for the canton and its neighboring area, its mission also includes medical, surgical, psychiatric, and/or medico-social evaluation of patients for immediate treatment and secondary orientation (towards CHUV services, other care structures, or home).

The role of the emergency administrative team is crucial to ensure interfaces with internal or external partner services of CHUV, respond to administrative requests from patients or their families, ensure the transmission of information to treating physicians, and guarantee documentation and archiving of consultation reports.

Mission

• You supervise and support the secretariat staff in their functional, organizational, and financial management. You define positions, organize recruitments, select candidates, and ensure proper integration of new staff. You manage schedules and ensure continuity of service, especially in case of absences
• You collaborate with management control and the department head to monitor allocations and financial forecasts, ensuring compliance with budgetary and institutional standards
• You are the privileged contact for the Emergency Department for all medical administrative matters. You guarantee the traceability of medical records and follow up on medical information requests with other health partners. You actively participate in responses to complaints and administrative disputes
• You manage secretariat equipment and ensure its proper functioning, especially in case of IT failures. You collaborate with the Information Systems Directorate to guarantee a continuity plan for administrative services in degraded mode
• You work closely with medical and nursing teams, ensuring smooth management of the department's administrative aspects. You contribute to the provision and updating of medical documents and the archiving of information related to consultations and patient stays.

Profile

• You hold a Federal VET Diploma as a commercial employee or a medical secretary diploma, or an equivalent qualification
• You have solid experience in medical administrative work, with proven ability to supervise and manage teams (about 15 to 18 people)
• You have completed team leadership training, enabling you to manage effectively
• You have good knowledge of medical IT tools and patient record management systems
• You demonstrate great rigor, organizational skills, and excellent communication abilities
• You are able to work in a team and adapt to varied situations, while ensuring confidentiality and compliance with institutional standards
• You are proactive in continuously improving administrative processes and service quality.

Depending on profile, the salary scale will be between levels 7 and 8.

We offer

Becoming a collaborator at the Lausanne University Hospital means benefiting from:

• Top-tier social benefits, 20 days paternity leave, and 4 months maternity leave (with the possibility of an additional month of breastfeeding leave)
• Regular salary progression adapted to responsibilities
• A 13th salary and 25 days of vacation per year
• A right to at least three days of training per year, with access to a varied offer within the CHUV Training Center and partner training centers of the State of Vaud
• Facilitated access to one of the 500 furnished apartments offered in the surrounding neighborhoods for people relocating to Switzerland from abroad
• Social, cultural, and economic benefits offered to members of the H-Oxygène association
• Benefits offered within the mobility plan (discounts on public transport subscriptions, promotion of "Mobility" vehicles, and discounts on the purchase of electric bikes
• Quality hotel-style company restaurants in each hospital building with preferential rates.

Contact and application submission

Contact for information about the position: Ms. Anouchka Micolis, Regional HR Director, 079 556 26 02.

Since all our applications are processed electronically, we kindly ask you to apply exclusively online by clicking the APPLY button at the bottom of the announcement.

As part of the recruitment process for this position, if hired, you will need to provide an original criminal record extract. You will also be asked to present your original diplomas and an identity document.

If you have difficulty applying, you can consult our procedure on how to apply online. If for technical reasons you cannot apply online, we invite you to contact our Recruitment Unit, which will assist you in your process, either by email at e.recrutement@chuv.ch or by phone at 021 314 85 70

CHUV applies the highest quality standards in its recruitment processes. Furthermore, committed to promoting diversity among our collaborators, we pay attention to different life paths and do everything possible to ensure equal treatment and avoid any discrimination. We look forward to receiving your application.

We kindly ask placement agencies to note that applications submitted directly by them on our recruitment platform are not accepted and cannot be invoiced. Thank you for your understanding.