Associate Executive, Division of Informatics & Data (1-year contract)

Tan Tock Seng Hospital; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

A healthcare institution in Singapore is looking for an administrative support role. The position involves providing secretarial assistance, managing data sharing requests, and ensuring compliance with safety protocols. Candidates should hold a Diploma in Business Studies or Administration and possess good communication skills, attention to detail, and proficiency in Microsoft Office. Previous experience in healthcare settings is preferred. Join a supportive team in a dynamic environment.

Qualifications

• Prior administrative experience in healthcare settings is preferred, but not essential.
• Ability to work independently and collaboratively as part of a team.

Responsibilities

• Provide administrative support to OCEAN – MID.
• Assist to manage data access and sharing requests.
• Coordinate and maintain office asset inventory.

Skills

Communication skills

Attention to detail

Teamwork

Ability to work independently

Proficiency in Microsoft Office

Education

Diploma in Business Studies or Business Administration

Job description

Overview

• Provide administrative support to OCEAN – MID
• Deliver logistical support for OCEAN – MID events and functions
• Maintain and perform data entry services

Responsibilities

• Assist to manage data access and sharing requests through institution-selected platforms, ensuring proper approval and documentation
• Achieve Key Performance Indicators (KPI) defined for administration and facilitation of data access and sharing requests
• Provide comprehensive secretariat support to the Administrative Director of OCEAN, including managing calendars, coordinating meetings, booking meeting rooms, arranging travel schedules and processing claims
• Deliver administrative and secretariat support for efficient execution of departmental administrative, operational and clinical matters
• Record and update department’s calendar and meeting minutes
• Process stationery and equipment orders through CER, Requisition Database, and e-procurement systems
• Handle requisitions for miscellaneous items from external vendors, e.g. software, etc.
• Coordinate and maintain office asset inventory, including tracking office supplies and equipment/ assets, arranging maintenance when needed, and managing the disposal of outdated or unused items
• Submit eJR requests for IT-related issues
• Process cheque requests and petty cash reimbursement
• Support the preparation and implementation of department events, workshops and training sessions
• Coordinate communication within the department and with other departments in the hospital
• Proactively identify and report potential work-related issues to the Supervisor
• Perform duties as assigned by the Supervisor or Head of Department
• Maintain strict adherence to security protocols at all times
• Support workplace safety and ensure office environment meets safety standards

Job Requirements

• Diploma in Business Studies or Business Administration
• Prior administrative experience in healthcare settings is preferred, but not a must
• Good written and verbal communication abilities with good attention to detail
• Ability to work independently and collaboratively and in a team
• Proficient in Microsoft Office applications (Excel, PowerPoint and Word)