Secretary - 80%

About the job

Secretary - 80%

• Part-time
• HUG contract type: Fixed-term contract
• Department: Human Resources Management

Company description

With more than 13,000 employees representing 160 professions, the Geneva University Hospitals (HUG) are a reference institution at both national and international levels. To learn more about our institution, take a few minutes to consult our 2025 retrospective by clicking here.

The Human Resources Management's main mission is to ensure the development of the institution's human capital in view of organisational evolution. It constantly seeks to innovate, challenge and improve its practices while basing its strategy on the positive experience of employees. The HUG HR policy is based on skills development and career paths aligned with institutional needs and focuses on consideration of the individual, work-life balance, and health and safety at work.

The HUG Training and Development Centre (CFD) develops and deploys a range of programmes and measures to ensure that HUG has the necessary skills to fulfil its mission and that each staff member can realise their full potential and remain at the forefront of their profession. The Centre's activities notably include specialised nursing training as well as continuing education.

Job description

You will join the Organisation and Quality team of the HUG Training and Development Centre as a Secretary.

You will play a central role in providing administrative, organisational and operational support within the Centre.

In constant contact with the training coordination team, and in accordance with defined priorities, rules and best practices, you will participate in the planning, organisation and monitoring of training activities; in particular, you will manage registrations, invitations and waiting lists, coordinate the logistics of sessions, book rooms and equipment, and manage data and activities in the Learning Management System (LMS). To successfully carry out this mission, you will work closely not only upstream with the coordination team but also with numerous internal and external partners.

As a guarantor of professional and service-oriented reception, you will ensure the physical and telephone reception of users, inform and support learners, trainers and visitors, and contribute to providing a quality experience for all stakeholders.

The position also includes participation in the Centre's administrative and financial processes, notably processing purchase requests, monitoring supplier services, preparing invoicing to third parties and associated administrative checks.

You will also provide routine administrative support, including document management, archiving, email management, supplies and equipment, drafting minutes and correspondence, as well as producing and monitoring dashboards, statistics and reports.

Your collaborative spirit, versatility and ability to propose pragmatic solutions will enable you to actively contribute to continuous service improvement, process optimisation, handling specific files and the implementation of the Centre's strategic projects and initiatives.

Qualifications

Holder of a commercial employee CFC or equivalent training, you have at least three years of proven experience in a training assistant, administrative assistant or secretarial role.

You have an excellent command of French, both spoken and written, as well as office and collaborative tools from the Microsoft Office suite (Word, Excel, PowerPoint, Teams, SharePoint) and modern technologies related to artificial intelligence.

Experience using one or more Learning Management Systems (LMS) is a significant asset, as is an advanced-level ECDL, TOSA certification or equivalent.

You are comfortable with handling numbers and data and have strong document management skills, particularly in electronic document management (EDM), indexing, filing and archiving.

You are recognised for your sense of responsibility, rigour and attention to detail, applying procedures reliably while demonstrating autonomy in organising your work.

Capable of managing several activities simultaneously, you adapt to changing priorities and handle unforeseen events with responsiveness, calm and professionalism.

You demonstrate excellent reception and service skills, very good interpersonal qualities, a strong collaborative spirit and a real aptitude for teamwork.

Finally, you show impeccable discretion and attach particular importance to respecting confidentiality.

Additional information

• Start date: as soon as possible
• Number of positions: 2
• Activity rate: 80%
• Job grade: 11
• Contract type: Fixed-term contract of 36 months
• Application deadline: 22.10.2026
• Contact for information: Ms S. Pagnetti-Takorian, Head of Organisation and Quality sector at the HUG Training and Development Centre, sophie.pagnetti@hug.ch

Your application file must include a letter demonstrating your motivation, your CV, 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, 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.

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