Administrative Manager in the Adult Intensive Care Medicine Department

About the job

Administration

Administrative Manager in the Adult Intensive Care Medicine Department

The Adult Intensive Care Medicine Department (SMIA) is seeking an Administrative Manager/Executive Secretary with a supervisory role, on a permanent contract at 80%, starting immediately or as agreed.

Context

The Lausanne University Hospital Centre (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 Adult Intensive Care Medicine Department (SMIA) provides clinical care for all adult medical and surgical patients at CHUV requiring intensive care services. It fulfils both a university hospital role (highly specialised medicine, complex care), with priority supra-cantonal missions such as major burns and heart or lung transplant patients, and a local role for patients from the Lausanne region.

Mission

• You ensure the administrative, organisational and financial management of the department by supporting the Head of Department in their activities and participate in management meetings
• You supervise the administrative staff of the department by leading the team of chief physicians’ secretaries and medical and desk secretaries
• You set objectives, conduct annual performance reviews and manage sensitive situations, while mobilising resources to foster development. You work closely with departmental HR for any particular situations related to the management of the department’s administrative staff
• You provide support to medical and desk secretaries during sensitive situations involving patients’ families visiting their relatives in the department
• You assist the Head of Department in their various activities and manage the scheduling of meetings, congresses and other events, ensuring follow-up on deadlines and setting priorities
• You actively participate in the development of the department as well as in defining and implementing strategic objectives (organising working groups, reflecting on administrative support, drafting reference documents)
• You support the Head of Department in maintaining and monitoring files of senior doctors and their continuing education
• You define, update and apply internal and external processes and procedures (quality management, monitoring indicators, organising internal and external audits).

Profile

• You hold a Federal VET Diploma as a commercial employee or an equivalent qualification, as well as a Federal Maturity Certificate
• You have training in management, coaching or team leadership
• You have excellent knowledge of Windows MS Office
• You demonstrate ease in verbal and written expression
• You possess excellent communication skills and enjoy working autonomously
• You have at least 5 years of professional experience in public administration and at least 3 years in managing a secretariat with team leadership
• You show interpersonal skills, listening ability and diplomacy
• You practise and understand English and/or German, which is an asset
• You have an innate sense of rigour as well as knowledge of internal directives

We offer

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

• First-class 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 month salary and 25 days of holiday per year
• A minimum of three days of training per year, with access to a varied offer within the CHUV Training Centre and partner training centres of the Canton of Vaud
• Facilitated access to one of the 500 furnished apartments offered in the surrounding neighbourhoods 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-standard staff restaurants in each hospital building with preferential rates

Contact and application submission

Contact for information about the position: Professor Antoine Schneider, Acting Head of Department: 021 314 16 32.

As 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.

If you have difficulty applying, you can consult our procedure on how to apply online. If for technical reasons you are unable to apply online, please 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 are attentive to different life paths and do everything possible to ensure equal treatment and prevent 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.