Secretary Coordinator

About This Role

This secretarial role involves managing medical and administrative tasks, welcoming patients, and ensuring compliance with institutional and medico-legal requirements. The position suits an organized and resilient individual capable of handling a high workload in a psychiatric department.

Responsibilities

• Manage medical and administrative secretarial duties
• Handle telephone reception and patient welcome, verifying administrative data and ensuring compliance with institutional and medico-legal requirements
• Open, create, update, file, and archive patient medical records according to institutional standards
• Control therapist invoicing and enter reports into DPI
• Manage various reports to insurance companies in coordination with the responsible physician, ensuring deadlines are met
• Manage stock of materials and administrative forms in compliance with institutional rules
• Draft routine correspondence
• Perform other specific secretarial tasks for CAAP-GP
• Work flexibly across different outpatient and hospital sites within the sector and department

Requirements

• CFC in commercial administration or equivalent qualification in medical secretarial work
• ECDL Base for Word & Excel
• Very good command of IT tools and institutional software used at HUG, such as DPI, DPA, OPALE, and GRECO
• Solid experience in psychiatry, including direct patient contact
• Successful experience in autonomous management of a medical secretariat
• Perfect command of French
• Knowledge of English is an asset
• Punctual, reliable, and autonomous
• Strong sense of organization and priorities
• Very good resistance to stress
• Rigorous, flexible, and fast
• Comfortable managing a heavy workload while handling various requests
• Motivated to acquire new knowledge and invest in the role
• Good team spirit

Important Details

• Start date: November 1, 2026, imperatively
• Application deadline: October 22, 2026
• Team: 1 position
• Activity rate: 80% - Thursday off
• Contract: permanent

Application Process

• Your application file must include a cover letter demonstrating your motivation, your curriculum vitae, copies of the required diplomas and certificates for the position, and the last 2 work certificates
• Only applications submitted via the recruitment platform will be considered

About the Company

HUG (Hôpitaux Universitaires de Genève) is a national and international reference institution with over 13,000 employees representing 160 professions. The Psychiatry Department, with nearly 1,300 employees, focuses on treating mental disorders, training, and research. It aims to effectively detect and treat increasingly frequent and polymorphic pathologies while respecting patients and their families. Organized into two services (CAAP Grand-Pré and CAAP Arve), the department offers hospital and outpatient services. The Addictionology service provides psychiatric, psychosocial, and psychotherapeutic treatments to individuals with substance-related or behavioral addictions as part of its public service mission.