(Senior) Associate Executive - Service Academy Department

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

Job summary

A leading healthcare institution in Singapore seeks an experienced Administrative Assistant to provide comprehensive support to the department. The role involves managing procurement, documentation, and communication while ensuring efficient workflow within the team. The ideal candidate should possess strong organizational skills and be proficient in MS Office, particularly Excel. This position offers an opportunity to contribute to the department's success in a dynamic environment.

Qualifications

• Minimum 5 years of administrative experience in large organizations.
• Good organizational, interpersonal, verbal, and written communication skills.

Responsibilities

• Provide administrative support to the Head of Department and a team of 5.
• Manage procurement, filing, documentation, and inventory.
• Coordinate meetings and handle general enquiries.

Skills

Organizational Skills

Communication

Team Player

Adaptability

Education

ACLP Certification

DDDL Certification

Tools

MS Office

Job description

Overview*

To provide administrative support and play an active role in ensuring the transfer of learning from classroom to workplace, working closely with outpatient clinics including, but not limited to:

1. Procurement (Sourcing Request, raising of ePR) and processing of invoices.
2. Filing and documentation, housekeeping of shared drive, ordering and receipt of supplies, maintenance/records of office equipment.
3. Procure and manage inventory of training-related items, corporate gifts, corporate collateral, and corporate kits.
4. Update content for website and intranet, and for onsite channels (including digital platforms) under the department’s charge.
5. Send out e-broadcasts of publicity materials for the team.
6. Manage calendar and coordinate meetings.
7. Manage all WSQ programmes related administration & logistics from pre to post programme.
8. Handle general enquiries, emails, and reply to queries through the department email.
9. Consolidate reports, prepare PPT presentations, upload information and documents to SSG-related portals.
10. Perform any other assigned duties.

Reporting to the Deputy Director, you will provide general administrative support to the Head of Department and a team of 5.

Job Responsibilities*

You will be responsible for the following:

1. Procurement (Sourcing Request, raising of ePR) and processing of invoices.
2. Filing and documentation, housekeeping of shared drive, ordering and receipt of supplies, maintenance/records of office equipment.
3. Procure and manage inventory of training-related items, corporate gifts, corporate collateral, and corporate kits.
4. Update content for website and intranet, and for onsite channels (including digital platforms) under the department’s charge.
5. Send out e-broadcasts of publicity materials for the team.
6. Manage calendar and coordinate meetings.
7. Manage all WSQ programmes related administration & logistics from pre to post programme.
8. Handle general enquiries, emails, and reply to queries through the department email.
9. Consolidate reports, prepare PPTs, upload information and documents to SSG-related portals.
10. Perform any other assigned duties.

Requirements*

• Minimum 5 years of administrative experience working in large organizations and fast-paced environments.
• Good organizational, interpersonal, verbal, and written communication skills. Able to communicate effectively with internal and external colleagues/partners.
• Adaptable and able to handle multiple requests simultaneously.
• A team player.
• Proficient in MS Office software, particularly Excel, and possess good graphic design capabilities.
• Good knowledge of SkillsFuture accredited programmes requirements and TP Gateway portal.
• Possessing ACLP or DDDLP certification will be an advantage.