Administrative Officer – Blood Transfusion Services (BTS)

Essential Responsibilities and Duties

• Provide day-to-day administrative support to the BTS department and handle employees’ daily requests.
• Prepare and send formal letters, memos, reports and requisitions to relevant departments and external stakeholders; circulate memos by email, SharePoint and the shared folder.
• Prepare the weekly duty and shift schedules, publish them on Microsoft Teams, and send weekend and holiday schedules to the HR section.
• Monitor the daily attendance of technologists at the BTS centers.
• Review leaves requests for timely submission and replacement coverage and route them for approval.
• Update BTS personnel file, including leave balances and monthly records for personnel, per diem staff and drivers; circulate quarterly leave balances and conduct the annual leave reset and carry-over review.
• Prepare the monthly per-diem payroll for technologists, operators, drivers and extra staff, and submit it to the Finance section.
• Prepare the monthly attendance report and transportation records sheet and submit them to the HR section.
• Prepare monthly reports for local committees
• Compile the monthly activity reports for all centers and update the Indicator Tracking Table.
• Maintain hard- and soft-copy documentation systems and ensure proper filing, archiving, storage and data management of all BTS documents and databases, in line with BTS document control guidelines and accreditation requirements.
• Maintain the SOP Master File, follow up on SOP updates, and support accreditation follow-up and quarterly management reviews.
• Follow up on probation periods and coordinate staff training, including attendance and materials.
• Coordinate annual performance appraisals, volunteer agreement renewals, staff medical insurance renewal, health declarations and workload analysis.
• Coordinate with the Blood Drive Coordinator on the organization of blood drive campaigns and events.

Behavioral Competencies