Typist

Job Description – Typist

GEM Hospital \& Research Centre Pvt. Ltd.

• Key roles and responsibilitiesA. Typing and document preparation
• 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.

B. Hospital documentation support

• 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.

C. Data entry and record maintenance

• 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.

D. Confidentiality and information security

• 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.
• 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.

E. Printing, scanning, and office support

• 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.

F. Communication and coordination

• 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.

G. Quality, compliance, and improvement

• 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.

Educational qualifications and experience

Requirement

Details

Minimum qualification

12th pass with recognized typing/computer proficiency; a diploma or degree is preferred

Typing proficiency

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

The hospital may specify a typing test and minimum speed requirement during recruitment, depending on the nature of the assigned work.

• Key Result Areas (KRAs) and Key Performance Indicators (KPIs)

The following are suggested measures for management approval.

KRA

KPI / performance measure

Suggested target

Typing accuracy

Documents submitted without typographical or data-entry errors

≥ 98%

Timely completion

Assigned documents completed within agreed deadlines

≥ 95%

Formatting quality

Compliance with approved templates and formatting requirements

≥ 98%

Data-entry accuracy

Entries matching the authorized source document

≥ 99%

Document confidentiality

Compliance with hospital information-security policies

100% compliance

Document organization

Files saved and maintained using approved naming and filing conventions

≥ 98%

Pr