Head of Secretariat - 100%

Company Description

With more than 10,000 employees representing 180 professions, the University Hospitals of Geneva are a nationally and internationally recognized institution. To learn more about our institution, take a few minutes to discover the highlights and key figures of the year 2024 by clicking here

The position is attached to the Department of Medicine . Internal medicine is a specialty focused, as its name indicates, on the inside of the body and organs. Over the past three decades, the parent discipline has given rise to multiple disciplines, which have become full specialties for several years and have obtained the same status as internal medicine itself. The specialist who brings the latest knowledge of their specialty to patients and university centers is capable of developing sophisticated research programs, either clinical or laboratory-based, which will integrate this knowledge through translational medicine into practice.

Job Description

As part of a reorganization of the management of the secretariats of the Department of Medicine (DMED), you report hierarchically to the coordinator of the DMED secretariat. You organize, manage, and supervise the activities of the medical secretariats of the services, while respecting departmental and institutional directives.

You organize and coordinate all the activities of the secretariats of two services, in accordance with departmental directives. You ensure the operational supervision of the secretariat staff.

You implement processes to guarantee the quality of secretariat and reception activities, harmonize professional practices, and maintain departmental coherence at the administrative level.

You implement processes to ensure the scheduling and monitoring of endoscopy platform examinations and ensure their proper functioning.

You regularly meet with the chief physicians of services to inform them of procedures and changes related to their service's secretariat.

Thanks to your ability to collaborate with multidisciplinary teams, you plan and coordinate the execution of administrative, medical, secretarial, and patient reception tasks.

You ensure the proper management of the creation, updating, and filing of the patient medical record, including the uploading of all documentation established by partners outside HUG.

To manage administrative activity, you establish relevant indicators and monitor them.

You are responsible for controlling administrative data and clinical documentation while ensuring compliance with institutional requirements. You ensure the completion of clinical documentation within institutional deadlines.

You develop and update reference documents, procedures, and working methods which you communicate to your teams.

You manage various insurance reports in coordination with the responsible physician as well as complex correspondence.

Your communication skills allow you to supervise and motivate a team of secretaries.

You ensure the adequacy of resources relative to workload. You plan and lead regular team meetings and create team dynamics.

You supervise, motivate, and monitor the secretaries under your responsibility, conduct performance reviews, and ensure team training.

You enter and manage schedules for all secretaries in the service under your responsibility.

You organize and coordinate secretary replacements during their absences in the most optimal way and provide support to the secretarial team if necessary.

Transversally, you participate in your department's or institution's projects as well as in the training of new employees and interns/apprentices.

You ensure follow-up of coding, billing, and clinical documentation. As an administrative referent, you are the contact person for the coding service for any questions regarding this documentation.

Additionally, you handle secretarial tasks specific to your service.

Qualifications

You hold a commercial maturity certificate or a Federal VET Diploma (CFC) as a commercial employee; a medical secretary diploma is an asset.

You have completed management training (CAS or equivalent title).

You have at least 2 years of experience in a secretarial role, preferably in the medical field.

You have 3 years of experience in team management.

You have very good knowledge of computer tools (ECDL advanced level for Word, standard for Excel and the web). Knowledge of software such as DPI, DPA, Opale, Winscribe, and GRECO is a significant asset.

You have excellent command of French, both written and spoken. Medical terminology is easily understandable to you. You also have very good knowledge of English (spoken and written).

You possess excellent organizational and priority management skills allowing you to handle emergency situations requiring good stress management.

You have good analytical skills and a synthesis mindset. You are assertive, flexible, and attentive. You are dynamic and demonstrate adaptability as well as proactivity to instill coherence in the service secretariats.

Additional Information

• Start date: 01.01.2026
• Number of positions: 1
• Activity rate: 100%
• Function class: 14 (13 if not holding the ECDL)
• Contract: Permanent
• Application deadline: 06.11.2025
• Information request: Ms. M. Matteo, coordinator of the D-MED secretariats, tel. 079 553 58 60

Your application file must include a letter demonstrating your motivation, your curriculum vitae, copies of diplomas and certificates required for the position, and the last 2 work certificates.

This announcement is addressed equally to women and men.

Wishing to engage in the fight against unemployment, the HUG encourages applications coming from the Cantonal Employment Office.

Only applications submitted via the recruitment platform will be considered. Paper and email applications will not be processed.