Associate Executive, Medical Social Service

KHOO TECK PUAT HOSPITAL PTE. LTD.; Singapore; On-site; SGD 36,000 - 54,000; Full time

Job summary

KHOO TECK PUAT HOSPITAL PTE. LTD. is seeking an administrative support role within the Medical Social Service department in Singapore.

The incumbent will handle a range of duties from front counter engagement to record-keeping and liaison with staff, with a focus on efficient office operations. The position requires a Diploma or GCE A-level and at least four years of relevant experience, preferably in healthcare or social services.

Qualifications

• Diploma or GCE A-level with at least 4 years of relevant experience.
• Proficiency in spoken and written English; fluency in Mandarin/Malay/Tamil or at least one Chinese dialect.

Responsibilities

• Manage front counter duties and respond to enquiries via phone, email, and in person.
• Register and allocate referrals to staff-in-charge.
• Reply to routine letters and emails without supervision.
• Manage letters and monitor replies from Medical Social Worker.
• Assist in payment of funds and manage disbursement records.
• Maintain staff training records and assist in training applications.
• Maintain confidential staff records for reporting.
• Raise orders for department supplies and manage IT access requests.

Skills

Administrative support

Front desk management

Records management

Translation (Mandarin/Malay/Tamil)

Education

Diploma or GCE A-level

Tools

e-filing

IT account access

Job description

*** This is a full-time position offered on a 1-year employment contract, with the possibility of renewal/conversion based on performance and organisational needs.

This role will provide administrative support to Medical Social Service department, prepare reports, maintaining of department records and complete departmental statistics

MAJOR DUTIES AND RESPONSIBILITIES

A. SPECIFIC

• 1. Manage front counter duties, attend to enquiries from telephone calls, emails (department email account) and walk-in visitors and re-direct to appropriate staff to manage where necessary.
• 2. Register and allocate referrals to respective staff in-charge
• 3. Reply to routine letters and emails without supervision
• 4. Manage MP letters and monitor replies from Medical Social Worker
• 5. Assist in payment of funds as authorized by Medical Social Worker
• 6. Manage funds disbursement and records
• 7. Maintain staff training records and provide administrative support to training application
• 8. Maintain staff confidential records for HOD’s access and reporting
• 9. Raise orders for departmental office supplies
• 10. Raise request for activation and deactivation of staff IT account access
• 11. Maintain department facilities and fault reporting
• 12. Manage Household Means Testing (HHMT) applications and ensure secured e-filing and submission

B. General

• 1. Maintain departmental filing and e-filing system in a systematic manner
• 2. Translate for Medical Social Worker/ Social Work Assistant
• 3. Booking of facilities and setting up of tele-consult
• 4. Assist Head of Department in administration duties
• 5. Participate in projects that improve the work processes in department/hospital
• 6. Actively involved in hospital and department’s initiatives
• 7. Embrace continuous improvements as our way of life by improving and refining work performance on a daily basis
• 8. Any other duties as assigned by the Supervisor/ Head of Department

JOB REQUIREMENTS

Education, Training and Experience

New Hire: Diploma or GCE 'A' level with at least 4 years of working experience of which at least one year of working experience in social service/healthcare setting. Must be proficient in spoken and written English and fluent in Mandarin/Malay/Tamil or at least one Chinese dialect.