Head of Secretariat – 80% to 100%

About the job

Head of Secretariat – 80% to 100%

• Full-time
• HUG contract type: Permanent contract
• Department: Department of Medicine

Company Description

With more than 13,000 employees representing 160 professions, the Geneva University Hospitals are a nationally and internationally recognised institution. To learn more about our institution, take a few minutes to discover the highlights of the year 2025 by clicking here.

The position is attached to the Department of Medicine. Internal medicine is a specialty focused, as its name suggests, 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 fully fledged 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 centres is capable of developing sophisticated research programmes, either clinical or laboratory-based, which will integrate this knowledge through translational medicine into practice.

Job Description

As part of the reorganisation of the management of the secretariats of the Department of Medicine (DMED), you play a central role in the coordination and management of medical secretariats. Reporting hierarchically to the DMED secretariat coordinator, you are responsible for the organisation, supervision and smooth running of the secretariats of two services, in compliance with departmental and institutional directives.

You plan, coordinate and supervise all medical secretarial and patient reception activities. You implement processes ensuring the quality of services, the harmonisation of professional practices and administrative coherence within the department. You also establish processes to guarantee the scheduling and monitoring of examinations in the endoscopy units and ensure their proper functioning.

In close collaboration with the chief medical officers, you contribute to smooth communication between medical and administrative teams and regularly inform them of procedures and developments affecting the secretariats. You ensure the proper management of patients’ medical records, from their creation to their updating and filing, including external documentation. You oversee the control and finalisation of clinical documentation, as well as compliance with institutional requirements and deadlines.

You supervise, motivate and support the staff under your responsibility. You ensure the alignment of resources with workload, manage schedules and replacements. You lead team meetings, conduct performance reviews and ensure the development of the team’s skills, while providing operational support when necessary.

You monitor coding, billing and relations with insurers, in coordination with the responsible physicians. As an administrative referent, you are the contact person for the coding service for any questions related to clinical documentation. You actively participate in departmental or institutional projects and contribute to the training and support of new employees, as well as interns and apprentices. Additionally, you handle secretarial tasks specific to your service.

Qualifications

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

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

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

You have 3 years’ experience in team management.

You possess very good computer skills (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 advantage.

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 have excellent organisational and prioritisation skills enabling you to handle emergency situations requiring good stress management.

You have good analytical skills and a synthetic mind. You are assertive, flexible and attentive. You are dynamic and demonstrate adaptability as well as proactivity to bring coherence to the service secretariats.

Additional Information

• Start date: to be agreed
• Number of positions: 2
• Activity rate: 80% to 100%
• Function class: 14 (13 if not holding the ECDL)
• Contract: Permanent contract
• Application deadline: 30.06.2026
• Contact for information: Ms M. Matteo, coordinator of the DMED 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 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.