Head of Medical Secretariat (Oncology)

About the job

About FeelGood Onco

FeelGood Onco is a centre specialised in outpatient diagnostics and treatments for people affected by cancer. Our approach is person-centred, based on kindness, clinical rigour and networked teamwork.

Supporting and making a difference for our patients is the essence of our mission. We offer them a holistic approach, covering all their needs in one place, with all the experts within reach. Our approach is pragmatic, targeted and designed to make their lives easier.

As part of the evolution of our internal organisation, we are looking for a Head of Secretariat

Your Responsibilities

You will join our Clarens-Montreux centre and gradually take on operational responsibility for the medical secretariat of FeelGood Onco.

You will benefit from a supported handover period with the current head to ensure a structured and progressive assumption of duties.

This position requires both excellent mastery of medical secretarial work, a keen sense of organisation, the ability to manage priorities in a demanding clinical environment, as well as a coordinating and referent role for a small team that is expected to grow.

Your mission

As head of the secretariat, you ensure the smooth daily operation of reception, front-office and back-office, in close connection with doctors, nurses, therapists and external partners.

You are responsible for the smooth organisation, the quality of patients’ administrative follow-up and the good coordination of work within the secretariat. You also contribute to the continuous improvement of internal processes, with a proactive, structured and solution-oriented approach.

Your main responsibilities will notably include:

• welcoming patients physically and by phone with kindness, calm and professionalism;
• coordinating the daily activity of the secretariat, both front-office and back-office;
• organising priorities, distributing tasks and ensuring their follow-up;
• ensuring the quality of administrative follow-up of patient files: creation, updating, filing, archiving and traceability in Mediway;
• managing medical schedules, consultation appointments, external examinations, treatments and confirmations to patients;
• supervising the sorting of calls, emails, letters and medical documents according to their urgency;
• ensuring typing, formatting, proofreading and follow-up of medical reports, letters, prescriptions, certificates and coverage requests;
• ensuring compliance with confidentiality rules, data security and use of secure channels;
• supporting doctors and the care team in organising patient flow;
• ensuring follow-up of unfinished tasks and their proper allocation in Mediway;
• identifying areas for improvement in secretariat organisation and proposing concrete solutions;
• contributing to the harmonisation of practices and continuous improvement of internal procedures;
• participating in the practical management of the centre: orders, equipment, meals, rooms, coordination with providers and various administrative tasks.

This position involves active presence in the daily life of the centre, great reliability, as well as the ability to remain structured and calm in an environment where priorities can change rapidly.

Your Skills

Your Profile

Ideally, you have training as a medical assistant, medical secretary or equivalent experience, with confirmed experience in the medical field. Experience in oncology, haematology or a complex clinical environment is a significant asset.

We are looking for someone who is both very professional and deeply human, capable of taking on a leadership role in a close-knit team.

You identify with the following qualities:

• you have solid experience in medical secretarial work and wish to take on a leadership role;
• you are rigorous, reliable, organised and able to manage several priorities simultaneously;
• you know how to structure daily work, anticipate needs and find concrete solutions;
• you are proactive, autonomous and solution-oriented;
• you are comfortable managing telephone calls, including in sensitive situations;
• you master common IT tools and medical record software;
• you have excellent spelling and great rigour in written and oral expression;
• you know medical vocabulary and can proofread clinical documents accurately;
• you have a sense of confidentiality, traceability and quality work;
• you know how to set clear boundaries, organise the team and take on a referent role;
• you demonstrate natural, kind and constructive leadership;
• you enjoy working in a team and contributing to a family-like, supportive and respectful dynamic;
• you know how to adapt your communication to the personality and situation of patients;
• you show empathy, discretion, emotional intelligence and stability in delicate situations;
• you are curious, open to digital tools and interested in improving working methods;
• you wish to actively contribute to a human, demanding and developing medical project.

Benefits

What we offer

• a key role in a human-scale medical structure;
• a position of responsibility at the heart of the centre’s organisation;
• a supported handover period with the current head;
• a committed, kind and dynamic multidisciplinary team;
• a stimulating, human and evolving work environment;
• a varied activity, combining patient contact, coordination, organisation and process improvement;
• the possibility to contribute concretely to the continuous improvement of our organisation;
• a rewarding job, having a direct impact on the quality of care for patients and their relatives.

Interested?
Send your complete application file (CV, cover letter, diplomas and work certificates) to the indicated address.

Desired start date: as soon as possible

Contract type: permanent contract

Work rate: 80-100 %

Location: Clarens