This typing and document preparation role provides essential administrative support to various departments within a hospital. The typist will accurately prepare a wide range of official documents, maintain records, and ensure confidentiality, contributing to efficient hospital operations.
Responsibilities
Type letters, circulars, notices, memos, reports, meeting minutes, and other official documents as instructed by the authorized supervisor
Prepare and format documents using MS Word and other approved office applications
Type dictated or handwritten material accurately, ensuring correct spelling, grammar, punctuation, and formatting
Prepare tables, lists, statements, and basic reports using MS Excel when required
Format documents according to the hospital's approved templates, letterheads, and document-control requirements
Proofread documents before submission and correct typographical errors
Ensure that the final document is complete, readable, and professionally presented
Type and format administrative documents, departmental reports, internal communications, and official correspondence
Assist HR with typing appointment letters, notices, circulars, training materials, and other authorized documents
Support nursing, medical, finance, quality, and administrative departments with documentation tasks as assigned
Type clinical documents only when specifically authorized and using approved source information
Ensure that patient names, hospital registration numbers, dates, figures, and other critical details are entered accurately
Refer unclear handwriting, incomplete instructions, or conflicting information to the responsible person rather than making assumptions
Support the preparation of audit documents and reports using information approved by the concerned department
Enter information into authorized computer systems, spreadsheets, and departmental registers
Verify data against the source documents before saving or submitting records
Maintain electronic folders and document files using approved naming conventions
Retrieve and update documents when authorized
Maintain document versions and use the latest approved templates where applicable
Identify duplicate entries, missing information, or formatting errors and report them to the supervisor
Assist with scanning, printing, photocopying, and digitization of records as assigned
Maintain strict confidentiality of hospital records, employee information, patient details, and internal communications
Access only the files and information required for assigned duties
Avoid sharing confidential documents through personal email, unauthorized messaging applications, or unapproved storage devices
Millions of jobs, with real people getting hired every day
200,000+
New jobs added daily
7,000,000+
Verified job listings
1,000,000+
Tailored applications submitted
Follow password protection, access-control, document-retention, and secure-disposal policies
Ensure confidential documents are collected promptly from printers and stored securely
Report accidental disclosure, loss of documents, unauthorized access, or other information-security incidents immediately
Print, scan, photocopy, and compile documents as requested
Check page order, print quality, alignment, and completeness before submitting documents
Maintain the orderly arrangement of files, stationery, and office supplies
Monitor printer and scanner functionality and report technical problems
Assist in dispatching authorized documents to the concerned departments
Maintain dispatch registers or document receipt records when assigned
Coordinate with department staff to obtain source documents, clarifications, and approval for typing assignments
Prioritize work according to deadlines and instructions from the reporting officer
Inform the supervisor about workload constraints, urgent assignments, and delays
Ensure documents are submitted to the correct person for review and approval
Maintain polite and professional communication with colleagues and visitors
Follow hospital policies for documentation, record management, confidentiality, and document control
Support internal audits and quality-assurance activities by preparing authorized documents
Participate in relevant training programs and performance reviews
Suggest improvements in typing accuracy, document templates, and filing procedures
Perform other related clerical and documentation duties assigned by the authorized supervisor
Requirements
Minimum qualification: 12th pass with recognized typing/computer proficiency; a diploma or degree is preferred
Good typing speed with high accuracy; English and/or Tamil typing as required
Computer skills: MS Word, MS Excel, email, PDF handling, printing, and scanning
Preferred experience: 1–2 years in typing, data entry, office administration, or hospital documentation
Language skills: Good written English; Tamil typing and communication desirable
Personal attributes: Attention to detail, confidentiality, discipline, time management, and willingness to learn
Benefits
Provident Fund
Important Details
Reporting structure: Administration Manager / Department Head
Authority and Limitations
The Typist is authorized to: Type and format documents based on approved instructions and source material; Enter and organize data within the access rights assigned; Correct spelling, formatting, and typographical errors without changing the intended meaning; Return incomplete or unclear documents to the originating department for clarification; Escalate conflicting information, missed deadlines, and confidentiality concerns
The Typist is not authorized to: Change clinical findings, diagnoses, prescriptions, investigation results, or medical opinions; Sign or approve documents on behalf of doctors, department heads, or management; Issue official communications without the required authorization; Alter approved records to conceal errors or make unauthorized changes to document contents; Share confidential hospital information with unauthorized persons; Use unapproved AI tools, external websites, or personal accounts to process confidential patient or hospital data
Working Conditions
Work in the assigned administrative office or departmental workstation
Follow hospital working hours and attendance policies
Handle multiple assignments while maintaining accuracy and deadlines
Perform prolonged computer-based work and routine document-handling activities
Maintain professional conduct, workplace discipline, and confidentiality
Comply with applicable occupational health and computer-workstation safety requirements
HR Documentation and NABH-Oriented Requirements
Maintain the following records, as applicable to the role: Approved job description with document number, version, and effective date; Qualification and employment verification records; Induction and orientation checklist; Computer proficiency and typing competency assessment; Training records for confidentiality, information security, document control, and applicable hospital policies; Performance appraisal linked to approved KRAs and KPIs; Attendance and training-effectiveness records; Periodic job-description review and employee acknowledgement
About the Company
GEM Hospital & Research Centre Pvt. Ltd. is a hospital and research center.
