Coordinator Secretary - 80% to 90%

Company Description

With more than 12,000 employees representing 160 professions, the University Hospitals of Geneva are a reference institution at the national and international level. To learn more about our institution, take a few minutes to discover the highlights of the year 2024 by clicking  here .

With nearly 1,100 employees, the psychiatry department fulfills a triple mission concerning the treatment of mental disorders, training, and research.

Thus, the department's mission is to effectively detect and treat increasingly frequent and diverse pathologies while respecting patients and their relatives.

Quality teaching is also provided by the department to students as well as to doctors in training for specialist certification by raising awareness of psychological, biological, and social dimensions. The department also supports quality training in psychotherapy.

Finally, the department seeks to understand the origins of mental disorders with the help of cognitive and affective neurosciences, a true flagship of the Geneva site. To this end, it conducts academic and clinical research oriented towards patients, meeting a high level of quality.

Job Description

Within the scope of your activities, you manage a medical secretariat within a multidisciplinary team, according to the specific institutional directives and IT applications of the HUG.

You ensure telephone and physical reception of patients by verifying their administrative data, while ensuring compliance with institutional and medico-legal requirements in force.

You handle the opening, creation, updating, and closing of the patient medical file.
Thus, you manage and provide all the essential documentation of computerized, administrative (under DPA), and medical patient files (you may also type medical reports and summaries of outpatient interventions of the Day Program under dictation – under DPI). You also perform data entry and control of provider billing under Opale.

You are also responsible for the complete management of reports to various external partners (insurances, health funds, OCAS, courts, etc.) in coordination with the responsible physician (strict deadline management), as well as the stock of materials and various forms (under E-Procurement / Qualiac). You write routine correspondence and perform other specific secretarial tasks.

Qualifications

You hold a Federal VET Diploma (CFC) as a commercial employee or an equivalent qualification in the field of medical secretariat.

You have successful experience managing a medical secretariat. You have very good command of IT tools (ECDL base level on Word and Excel) as well as institutional software in use at HUG, such as DPI, DPA, OPALE, Winscribe and GRECO 2, e-Procurement, e-Process.

You have perfect mastery of French, both spoken and written, and proven writing skills. Medical terminology is easily understandable to you. Knowledge of English is an asset.

Punctual, flexible, autonomous, and reliable, you have a sense of organization and priorities and demonstrate strong resistance to stress. Empathetic, you enjoy human contact and show tact in sensitive situations.

Rigorous, flexible, and quick, you are comfortable managing a heavy workload while being highly solicited for various requests.

You are motivated to acquire new knowledge and to invest yourself in the role. You demonstrate good team spirit.

Additional Information

• Start date: 01.12.2025
• Number of positions: 4 positions for different services
• Activity rate: 80% to 90%
• Function class: 10
• Contract: Permanent
• Application deadline: 10.11.2025
• Information request: Mr. Yann Grichting, administrative manager, tel 022 305 47 66

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 encourage 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.