Avenue Healthcare, one of East Africa’s leading private healthcare networks, invites qualified and motivated candidates to apply for the position of Administration Assistant at its Kisumu Hospital branch. The organization continues to uphold its mission of delivering quality healthcare services that exceed client expectations through professionalism, compassion, and continuous improvement.
With a strong presence across Kenya—comprising 3 hospitals, 16 medical centres, and a growing home-care service—Avenue Healthcare has provided trusted medical care for over 25 years. The institution currently manages over 300 hospital beds, employs more than 1,000 staff, and collaborates with 400+ specialists to serve over 400,000 patients annually.
The role of Administration Assistant is critical in supporting the operational and administrative needs of the Hospital Manager and ensuring smooth coordination of hospital functions. This position is an excellent opportunity for a dynamic and organized professional to contribute to a purpose-driven healthcare institution dedicated to maintaining and improving health outcomes.
Position Overview
Job Title: Administration Assistant
Reports To: Hospital Manager
Work Type: Permanent
Work Station: Kisumu Hospital
Job Objective/Purpose:
The Administration Assistant will provide comprehensive administrative and operational support to the Hospital Manager. The position ensures an efficient working environment, fosters effective communication, and assists in managing both internal and external engagements within the hospital. This role requires excellent coordination, attention to detail, discretion, and an ability to manage multiple responsibilities in a fast-paced healthcare setting.
Key Responsibilities
The Administration Assistant will undertake a wide range of tasks essential to supporting hospital management and maintaining efficient administrative operations.
1. Calendar and Schedule Management
- Manage the Hospital Manager’s calendar, ensuring real-time scheduling and avoidance of conflicts.
- Coordinate and organize appointments, meetings, and events on behalf of the Hospital Manager.
- Ensure the Hospital Manager is briefed and prepared for meetings by managing related logistics and documentation.
2. Communication and Correspondence Management
- Prepare, edit, and distribute communications to and from the Hospital Manager’s office as directed.
- Maintain records of correspondence, memos, and meeting minutes for both staff and departmental meetings.
- Serve as a liaison between the Hospital Manager and internal departments, ensuring clarity and timely information flow.
3. Reporting, Research, and Analysis
- Assist in preparing business and operational reports, research papers, and presentation materials.
- Conduct research on administrative or operational matters as assigned by the Hospital Manager.
- Compile and analyze information to support decision-making and strategic planning.
4. Inquiry and Information Handling
- Receive, screen, and respond to inquiries directed to the Hospital Manager’s office.
- Handle confidential or sensitive information with professionalism and discretion.
- Respond to emergencies or urgent matters efficiently, consulting relevant authorities when necessary.
5. Procurement and Logistics Coordination
- Prepare requisitions and submit approved Local Purchase Orders (LPOs) to authorized suppliers in coordination with the Hospital Manager.
- Maintain accurate records of procurement requests, delivery timelines, and vendor communications.
- Support the Hospital Manager in ensuring that all procurement processes adhere to company policies and compliance standards.
6. Travel and Hospitality Arrangements
- Organize travel logistics, including booking flights, arranging transport, and securing accommodation and dining reservations for senior management or visiting guests.
- Ensure all travel-related documentation and expense claims are processed promptly and accurately.
- Coordinate welcoming and hosting arrangements for hospital guests and visiting partners.
7. Financial and Petty Cash Management
- Support the Hospital Manager in managing petty cash allocations and ensuring accurate periodic accounting in line with Avenue Healthcare’s guidelines.
- Reconcile expense reports and supplier invoices for timely submission and review.
- Maintain transparent financial documentation and assist in financial tracking as directed.
8. Governance and Compliance
- Ensure adherence to Avenue Healthcare’s corporate governance standards, policies, and operational guidelines.
- Promote accountability by preventing, detecting, and reporting any irregularities, fraud, or non-compliance issues.
- Support the implementation of internal and external audit recommendations to strengthen compliance and operational efficiency.
9. Policy and Systems Adherence
- Maintain up-to-date knowledge of Avenue Healthcare’s procedures and operational systems.
- Ensure compliance with policies governing medical service delivery, finance, and administrative operations.
- Assist in disseminating updated policy information to relevant departments or staff.
10. Confidentiality and Professionalism
- Uphold the highest standards of confidentiality and privacy when handling hospital, staff, or patient information.
- Represent the Hospital Manager’s office with professionalism and integrity at all times.
- Ensure all correspondence, communication, and decisions reflect the organization’s values and ethical standards.
11. Additional Duties
- Undertake any other responsibilities as assigned by the Hospital Manager or the designated supervisor in support of hospital operations.
Person Specification
The ideal candidate should possess strong administrative competence and the ability to work effectively in a busy hospital environment. The position calls for someone organized, resourceful, and capable of handling sensitive matters discreetly.
- Diploma or Bachelor’s degree in Business Administration, Communications, or a related field.
- Proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
- Data analysis capability and basic bookkeeping or accounting knowledge are highly desirable.
- At least two years of relevant work experience in a corporate or healthcare environment.
- Strong planning and organizational abilities with attention to detail.
- High levels of tact, diplomacy, discretion, and confidentiality.
- Excellent interpersonal, communication, and team collaboration skills.
- Demonstrated responsiveness, ethical conduct, and professional accountability.
Organizational Context
Avenue Healthcare has established a strong reputation for its quality service delivery, patient-centered approach, and operational excellence. The organization’s mission—providing high-quality care that exceeds client expectations—is reflected in its strategic investments in infrastructure, human capital, and technology.
Within its network, Avenue Healthcare emphasizes efficient administration and governance as critical enablers of superior healthcare outcomes. The Administration Assistant position contributes directly to this objective by ensuring that hospital management operations are seamless, compliant, and responsive to internal and external stakeholders.
The successful candidate will operate in a fast-paced environment requiring multitasking, precision, and effective communication. The role involves close interaction with hospital management, medical professionals, suppliers, and service providers. Professionalism, integrity, and confidentiality are fundamental expectations in every aspect of this role.
Work Environment
The Administration Assistant will be based at Avenue Hospital Kisumu, which serves as a regional medical hub providing comprehensive healthcare services to the Western region of Kenya and beyond. The facility’s operations demand effective administrative support to maintain coordination across departments, medical teams, and external partners.
The position involves routine office work, interdepartmental coordination, and engagement with both internal and external stakeholders. Regular use of computer systems, document management tools, and communication platforms is expected. The candidate must be comfortable working under minimal supervision while managing multiple responsibilities concurrently.
Performance Expectations
Success in this position will be measured by:
- The efficiency and accuracy of administrative processes within the Hospital Manager’s office.
- The quality and timeliness of communication, reporting, and scheduling activities.
- Compliance with hospital policies and corporate governance standards.
- The ability to handle confidential information with discretion.
- Consistent demonstration of professionalism, initiative, and reliability.
The Administration Assistant will play a key role in promoting operational excellence by ensuring that the Hospital Manager is supported with accurate information, organized schedules, and effective administrative coordination.
Equal Opportunity Statement
Avenue Healthcare is an equal opportunity employer committed to diversity and inclusion. All qualified applicants are encouraged to apply regardless of race, gender, religion, disability, or background. Employment decisions are based solely on merit, competence, and organizational needs.
Application Process
Interested candidates are invited to submit their applications for the position of Administration Assistant – Kisumu Hospital. Applications should include a detailed CV and a cover letter demonstrating how the applicant meets the key responsibilities and requirements of the role.
Applications should be sent via email to [insert recruitment email address here] no later than 14 November 2025.
