Head of Secretariat - 100%

About the job

Head of Secretariat - 100%

• Full time
• HUG contract type: Permanent contract
• Department: Department of Rehabilitation and Geriatrics

Company Description

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

With nearly 1,400 employees, the Department of Rehabilitation and Geriatrics is a medical center focused on the elderly and is composed of 6 services spread over 5 sites: Trois-Chêne, Loëx, Bellerive, Beau-Séjour, and Joli-Mont. It manages acute situations, notably through the emergency department of the Trois-Chêne hospital, age-related specific problems, medical rehabilitation, and palliative care.

It handles acute situations, notably through the geriatric emergency and intermediate care units of the Trois-Chêne Hospital, acute units some of which focus on geriatric syndromes, geriatric rehabilitation units, musculoskeletal, cardiological, neurological and oncological units, and long-term care units. It also includes a specialized palliative care service, a community geriatrics unit, a liaison geriatrics unit, and the Memory Center.

Job Description

Reporting to the Head of Care of the department, you ensure the smooth operational, administrative, and organizational functioning of the activity. Acting as a true link between the Head of Care and the various department services, other departments, and institutional management, you support the Head of Care in the daily, strategic, and human management of their activity while supervising the secretarial teams.

You manage priorities and provide quick and effective solutions to operational issues to ensure continuity of activities. In a continuous improvement approach, you identify, analyze, and propose actions aimed at optimizing internal processes and enhancing overall efficiency. You also play a coordination role by linking and facilitating communication and clear dissemination of decisions and priorities.

You assist the Head of Care in performing their duties by handling operational and organizational aspects, allowing them to focus on strategic issues. As a trusted partner, you manage sensitive and strategic files with loyalty, discretion, and confidentiality. You anticipate needs, identify, and report major issues or opportunities requiring their attention. You also manage the agenda, prioritize meetings, and organize commitments according to their importance. Finally, you collect, sort, analyze, and synthesize information necessary for decision-making, relying on in-depth knowledge of the files. You organize and prepare meetings, including drafting agendas, sending invitations, and writing minutes. You ensure the quality, reliability, and timeliness of administrative processing.

As part of your duties, you are required to regularly travel to the department's different sites. You lead, animate, and supervise a secretarial team composed of several employees spread across multiple sites. You organize and coordinate secretarial activities to ensure continuity and quality of service across all sites. You ensure the maintenance and development of professional skills of employees, promoting skill development and harmonization of practices. You handle the recruitment of administrative staff, as well as their integration, training, and daily supervision. Finally, you guarantee smooth information transmission and the proper functioning of an effective communication network.

Qualifications

You have at least a Federal VET Diploma as a commercial employee complemented by higher administrative training such as a Federal Certificate of Assistant or Executive Assistant, or management training (CAS or equivalent title).

You possess very good knowledge of computer tools (ECDL advanced level on Word, Excel, PowerPoint, standard web required) as well as software used at HUG (DPA, DPI, OPALE, GRECO, Winscribe).

You have at least 5 years of successful experience in a similar position in the medical or public health sector.

You are recognized for your organizational skills, rigorous administrative management, and strong sense of priorities. In your previous positions, you have handled complex files and are capable of managing several activities simultaneously and autonomously.

You know how to unite, supervise, and support teams, foster a climate of trust and collaboration, and adapt your approach to different interlocutors. Your listening skills, diplomacy, and communication abilities allow you to manage varied situations professionally while actively contributing to collective performance and continuous improvement of practices. You have a strong sense of confidentiality.

You have perfect command of French and possess a high-level writing ability. You have expertise in using office and management IT tools. Finally, your language skills in English and/or German are assets for the position.

Additional Information

• Start date: as soon as possible
• Number of positions: 1
• Activity rate: 100%
• Function class: 14
• Contract: Permanent
• Application deadline: 27.02.2026
• Contact for information: Ms. A. Poncet, executive assistant, tel 022 372 61 22

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.