As Head of Secretariat, you will manage the administrative activities of the cardiac surgery, plastic and reconstructive surgery, maxillofacial surgery, thoracic surgery, transplantation services as well as the departmental pool, while ensuring the supervision and coordination of a multidisciplinary team. You report to the Administrative and Financial Manager of the department and are responsible for the organisation, supervision, and smooth operation of the secretariats of five services, in compliance with departmental and institutional directives.

As Head of Secretariat, you ensure the overall management and smooth running of the secretariat by guaranteeing the quality, efficiency, and continuity of administrative services. You supervise, support, and motivate several teams of employees, including medical secretaries, medical assistants, and administrative staff, while fostering a collaborative work environment and a positive team dynamic.

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 employees under your responsibility. You ensure that resources match the 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 the 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.

You also play a central role in the continuous improvement of practices and processes by proposing and implementing measures to enhance the efficiency of the secretariat. In this capacity, you develop and monitor relevant activity indicators and ensure the updating of procedures, working methods, and reference documents.

Finally, you act as a key interlocutor between medical, paramedical, and administrative teams to facilitate communication, coordination, and smooth exchanges. You may also be called upon to participate in cross-functional projects, support new employees, and provide operational assistance to the team according to the service’s needs.

You hold a central role in the coordination and management of the medical secretariats of the five medical services as well as a departmental pool under your responsibility within this scope, with potential for development.

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 knowledge of IT tools (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 initiative to bring coherence to the service secretariats. Recognised for your organisational skills and sense of responsibility, you know how to manage priorities, coordinate several activities simultaneously, and support a team in a demanding environment. Your leadership, interpersonal skills, and ability to unite foster a collaborative and constructive work atmosphere.

You also share values of trust, respect, team spirit, recognition, equality, and inclusion.

The scope of the position is currently under evaluation and may evolve.

• Start date: to be determined
• Number of positions: 1
• Work rate: 80% to 100%
• Function class: 14
• Contract: 12-month fixed-term contract (renewable)
• Application deadline: 15.06.2026
• Contact for information: Ms C. Rosset, Head of Administration and Finance, tel 022 372 77 70

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 commit to 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.