Executive Assistant (Medical Records Office)

Alexandra Hospital, Singapore; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

A leading healthcare institution in Singapore is seeking an Executive Assistant/Senior Executive Assistant to support the Medical Records Office. The role involves operational support, managing medical records, and assisting in various administrative tasks while ensuring confidentiality and efficiency. Ideal candidates should have strong communication skills, be proficient in Microsoft Office, and possess a service-oriented mindset. If you are meticulous, organized, and eager to contribute to improvement projects, we encourage you to apply.

Qualifications

• Minimum 1 year experience in healthcare or service industry preferred.
• Proficient in Microsoft Office for data management.

Responsibilities

• Provide operational support in Medical Records Office.
• Manage medical report requests and ensure confidentiality.
• Participate in improvement projects.

Skills

Communication

Interpersonal Skills

Service Orientation

Team Player

Organizational Skills

Education

GCE A Level

Diploma

Tools

Microsoft Office

PC Software

Job description

Executive Assistant/ Senior Executive Assistant will provide operational support in implementing work processes in Medical Records Office. The Staff is expected to work independently as well as a team member to fulfil the required tasks within the given time frame.

Duties And Responsibilities

Primary Responsibilities and Duties – Medical Reports (80%)

• Provide operational support in the assigned MRO function
• Ensure all medical records are managed under strictest confidentiality and security.
• The Staff is expected to be proficient in the use of electronic systems and Microsoft Office programmes (e.g. Excel, Word) to support daily operational functions of MRO.
• The Staff is expected to assist and provide advice to both internal and external parties with regards to medical records related processes.
• Register and process medical report requests, including cashier function for medical report payment.
• Follow-up with doctors on incomplete medical report requests.
• Execute administrative duties pertaining to all medical report requests.
• Manage and resolve urgent and/or difficult cases to ensure that medical reports reach requestor within the stipulated timeline.
• Retrieve medical records to facilitate report writing and/or records duplication requests from law firms and government agencies.
  
  
  

Key Performance Measures include improve turnaround time for completion of medical reports, timely scanning of paper medical records and uploading of scanned images into system and timely project/task completion.

• Assist in data collection
• The Staff is expected to assist the supervisor in compiling the daily volume of the given job task accurately and in a timely manner.
• Active participation in improvement projects
• The Staff is expected to participate actively in improvement projects by providing solutions and to put in effort as required by the supervisor to implement the improvements.
  
  
  

Secondary Responsibilities and Duties (20%)

• Handle any ad-hoc tasks assigned by Executive/Manager.
• Plan and manage job/task assignment.
• Conduct quality check on medical report before release.
• Assist in the preparation of statistics such as monthly performance report.
  
  
  

Requirements

• Minimum GCE “A” level or Diploma.
• Good knowledge on use of PC software and application.
• Proficient in the use of Microsoft Office like Excel and Word to assist in the management of the department’s data.
• Preferably 1 year of working experience in healthcare or service industry.
• Experience in hospital operations will be advantageous.
• Able to work in fast-paced environment.
• Good communication, interpersonal skills.
• Service oriented and customer focused.
• Meticulous, organised with positive working attitude, team player and willing to learn.
  
  
  

If the role sounds interesting to you, please contact ‘[e-mail]’ to understand more on the role. Please indicate the position that you are interested in the subject heading.

Only Singaporean and Singapore PRs may apply.