Assistant Manager / Senior Executive, Program Office

National University Polyclinics; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading healthcare institution in Singapore seeks an experienced administrative support officer to join its team. The role includes coordinating hospital planning activities, managing assets, and assisting with budgeting. Candidates should have a diploma or bachelor's degree and 4-8 years of experience, preferably in a healthcare environment. Proficiency in Microsoft Office and strong communication skills are essential. This position aims to foster a nurturing work culture aligned with the community's wellness.

Qualifications

• At least 4-8 years working experience in a hospital setting.
• Sound working knowledge of Microsoft Office.
• Good command of spoken and written English.
• Ability to work independently and in teams.

Responsibilities

• Provide full spectrum administrative and secretarial support.
• Document all project activities and maintain records.
• Maintain personal and program calendars.
• Organize site visits and travel arrangements.

Skills

Microsoft Office proficiency

Analytical skills

Communication skills

Attention to detail

Problem-solving

Familiarity with AI tools

Education

Diploma or Bachelor's degree

Tools

Adobe Acrobat

Job description

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Job ID: 8671

Job Function: Administration

Institution: National University Health System

Nestled in the heart of Tengah Forest Town, the new Tengah General and Community Hospitals will be an exciting and innovative health campus providing a comprehensive range of clinical specialties and healthcare services including emergency, inpatient, rehabilitative and outpatient specialist care.

As part of National University Health System (NUHS) cluster, this state-of-the-art facility is slated to be ready by early 2030s.

Intricately connected with the surrounding community, Tengah Health Campus offers you the opportunity to create a healthcare facility of the future, tightly integrated with the residents and nature. As a people-focused organisation, we believe in respect and recognition. By harnessing the passion and strength of our team and putting them at the core of our culture, we create a nurturing environment to excel and deliver fulfilling care.

Be part of our groundbreaking team to bring our vision to life – a hospital in a forest, and a healing oasis within the hospital.Join #TeamTengah #TengahHealthCampus

• Provide full spectrum administrative and secretarial support to the hospital planning team including scheduling, preparing reports, drafting correspondence, organizing records and files, answering queries, booking meetings, and supporting department projects.
• Complete a broad variety of administrative tasks that facilitate the Project and operations lead ability to effectively lead the organization, including assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence.
• Document all project activities, including capturing photographs, tracking major milestones, and maintaining records to support reporting and communication.
• Attend relevant meetings to stay informed and aligned with project timeline and deliverables.
• Onboarding and offboarding Staff: Welcome new employees to the department. Schedule and conduct onboarding sessions to review company policies, benefits, systems training, and set up workspaces. Ensure new hires complete necessary paperwork and have access to required tools and accounts. Develop staff welfare programs to engage project team and build sense of belonging.
• Managing Assets: Maintain inventory of department assets including office supplies, electronics, furniture, and equipment. Process orders, track shipments, and coordinate installation and maintenance. Manage check-in/check-out procedures.
• Budgeting: Assist with annual budget preparation by compiling expense reports and forecasts. Track department expenditures, process invoices, and reconcile budget utilization.
• Reporting: Prepare reports, presentations and dashboard for senior management and external stakeholders.
• Calendar Management: Maintain personal and program calendars, schedules, and shared resources. Schedule conference rooms, catering, AV equipment and relevant resources as needed.
• Organize and coordinate meetings, workshops and events related to hospital planning, with internal and external stakeholders to facilitate the smooth progression of planning activities.
• Prepare and distribute meeting agendas, meeting materials, meeting minutes, and follow-up on action items.
• Organize and coordinate local and overseas study visits for the hospital planning team including making travel arrangements, budgeting and preparing pre and post trip reports.
• Assist in the coordination of project timelines ensure that deadlines are met.
• Develop project plans, timelines and budgets.
• Any other tasks as assigned.

Qualifications

• Diploma or Bachelors in any discipline with at least 4-8 years working experience, preferably in a hospital setting.
• Strong technical skills including a sound working knowledge of Microsoft Office and Adobe Acrobat to prepare, edit and manipulate text and data. Tech-savvy-- ability to learn new software and other relevant programs.
• Good command of the English language (spoken and written).
• Possess strong analytical, communication, written and presentation skills. Ability to take and record accurate notes/minutes in complex meetings. Use polished communication skills both verbal and non-verbal to influence and persuade.
• Ability to work independently and in a team and across teams with minimal supervision.
• Attention to detail, ability to prioritize workload, be well organized and multi-task in a smart and timely fashion.
• Able to work in a fast paced and dynamic work environment, quick thinker and an effective problem solver.
• Familiarity with AI productivity tools highly desired.
• Maintain 100% confidentiality, tactful, diplomatic, resourceful, and exercises independent judgment and discretion.
• Proactive attitude and determination to ensure required outcomes are achieved, takes responsibility for own actions.