Detail of the vacancy notice
- Directorate: Directorate for Human Resources and Finance
- Management: no
- Unit/Service: Unit E.3 - Working conditions and talent management - Medical and social services
- Grade: Temporary staff AST-SC1
- Location: Brussels
- Period: 2 years, starting from 01/12/2025
- Application: Online application form
Your job and responsibilities
Are you interested in occupational health and in supporting staff in their medical and administrative procedures? Would you like to play a central role in the smooth running of the Medical Service?
As a medical secretary in the Medical Service of Unit E.3, you will be responsible for the administrative organisation of the medical officer’s activities and for managing the schedule for mandatory medical examinations (pre-recruitment medicals, annual check-ups, etc.), as well as for the well-being activities offered to staff.
Working on the premises of the Medical Service, you will welcome patients in person and answer telephone calls, follow up on correspondence via the Medical Service’s functional mailbox and take care of the service’s main administrative procedures (receiving medical certificates, medical reports, preparing authorisations for special leave or part-time work on medical grounds, etc.).
You will also perform financial initiation tasks as an operational initiating agent (OIA), in particular processing reimbursements related to annual medical check-ups.
You will organise your work independently to meet deadlines, in close coordination with the medical officer and colleagues in Unit E.3. You will be part of a dynamic health and well-being team, made up of the medical officer, a nurse and a social worker. You will work under the supervision of the medical officer and under the responsibility of the Head of Unit.
Are you the talent we are looking for?
GENERAL ABILITIES AND CAPACITIES REQUIRED
- Think with a critical spirit, analyse and solve problems pragmatically.
- Assess critically credibility and reliability of sources, data and information and use relevant digital tools to carry out the duties.
- Organise own work, demonstrate responsibility, identify priorities, take appropriate decisions and deliver results.
- Adapt to an evolving working environment, demonstrate commitment and adopt constructive attitude at all times. Remain effective and flexible even during periods of heavy activity.
- Take initiative to achieve individual and shared objectives, demonstrate ownership and work autonomously.
- Learn and professionally develop to continuously enhance job performance and knowledge of the organisation and working environment.
- Work together with others in a constructive way by contributing to diverse and inclusive working environment. Demonstrate respect and courtesy at all times.
- Convey information and relevant opinions clearly and concisely both orally and in writing, facilitate interaction and engage effectively with others. Treat confidential or sensitive information accordingly.
JOB-SPECIFIC REQUIREMENTS
- You have solid experience of at least 3 years in the administrative field or in a secretarial position, ideally in the medical sector.
- You have a thorough knowledge of one of the official languages of the European Union and a satisfactory knowledge of another of these languages. For functional reasons, a high level both of French and English is required.
- You have a good command of IT applications and tools, such as Outlook, Excel, Word and SharePoint, including AI tools in a secure environment.
Please note that candidates must meet the eligibility criteria specified in art. 12(2) of the Conditions of Employment of Other Servants.
ASSETS
- Previous experience in a medical secretariat is a major asset.
- Experience in an institutional or European setting is desirable.
- Knowledge of the applicable rules on absence management or staff rights would be a plus.