Executive Assistant, Dental Services

National Healthcare Group Polyclinics; Singapore; On-site; SGD 38,000 - 55,000; Full time

Job summary

A leading healthcare group is seeking an experienced Executive Assistant to provide extensive administrative support across various operations. This role involves managing procurement systems, coordinating equipment maintenance, ensuring timely renewals of licenses, and maintaining training records. Ideal candidates will possess a diploma in a relevant field, have excellent organizational skills, and be proficient in Microsoft Office.

Qualifications

• Diploma holder with relevant work experience in healthcare or administration.
• Excellent organizational and administrative skills.
• Good interpersonal skills to relate to people.

Responsibilities

• Provide comprehensive administrative support for Dental HQ and clinic operations.
• Coordinate equipment purchase, maintenance, and licenses.
• Manage calendar for the Director and Assistant Director.

Skills

Organizational skills

Interpersonal skills

Team player

Resourcefulness

Education

Diploma in relevant field

Tools

Microsoft Office

Job description

We are seeking an experienced Executive Assistant to provide comprehensive administrative support for Dental HQ and clinic operations.

Clinic Operations

• Verify and processes purchases and claims via procurement systems.

• Verify and processes transport claims.

• Exchange Thermoluminescent Dosimeter (TLD) tags with National Environment Agency (NEA) and ensures that the TLD licenses are renewed timely.

• Arrange for reimbursement of TLD licenses renewal for clinicians (DS, OHT & Locum).

• Prepare dental operational reports of clinicians for the Director.

• Assist locum with salary related enquiries.

• Update Dental Manpower listing for internal department circulation.

Equipment/Licenses purchase and maintenance

• Update the equipment masterlist records to ensure that dental clinics’ equipment documentation is in order.

• Ensure equipment licenses are renewed timely.

• Remind dental clinics of Preventive Maintenance expiry dates and to schedule servicing timely.

• Assist with condemnation and procurement of equipment.

• Track breakdown of equipment and reports figures quarterly.

Training

• Assign training modules to staff.

• Maintain training records.

• Remind clinics to attend trainings upon receiving course confirmations.

• Provide logistics support (e.g. printing of materials, refreshment) as needed.

DOPEX changeover (Dental Officers posting)

• Coordinate the DOPEX orientation.

• Complete onboarding process and follow-up on post orientation administrative work.

• Liaise with MOHH, HR and IT on related matters including for their systems access.

• Provide administrative support (e.g. orientation slides, changeover documents).

• Ensure all dental officers receive TLD tags and licenses are renewed timely.

• Assist with appraisal matters.

Events Management

• Coordinate celebratory or hosting events.

• Assist to prepare necessary documentation.

• Coordinate delivery of food and refreshments.

• Prepare gifts and agenda for the event.

• Ensure event is run smoothly on actual day.

HQ Operations

• Manage medico-legal paperwork and processes service recovery payment when needed.

• Manage IT asset records for HQ Dental and assist with purchase/condemnation of IT equipment.

• Verify and processes all claims via procurement systems.

• Verify DH/DS documentation for leave and transport claims before approval on behalf.

• Ensure sufficient DH/DS manpower and indicate coverage before approval of leave.

• Submit transport claims for Director.

• Manage HQ leave projection and records.

• Order stationery for dental department.

• Collect mails, disseminates and files (when needed).

• Prepare dental operational data: i.e. work hours/procedures/gross revenue.

• Maintain and updates the information on the Dental Intranet.

• Provide support for IT systems (e.g. user matrix).

Arrange meetings and record meeting minutes

• Arrange internal and external meetings, books & prepares meeting facilities.

• Take minutes or notes when assigned.

• Prepare logistics and refreshment when needed.

Ongoing Service and Quality Assurance and Improvement

• Manage the PM/WI as the Department Document Controller for NHGP Document Repository.

• Coordinate with Process Owners, approver and concurrer for new and revised PMs and WIs for publication.

Support for audits

• Prepare dental clinics for audits by checking on documentation (e.g. equipment licenses/PM stickers).

• Assist to ensure items on the audit checklist is prepared.

Management of Key Management System and Digital Attendance Records

• Manage accounts of dental staff.

• Assign cards and key tags as needed.

• Manage the automated statistical reporting.

Calendar Management

• Manage calendars of Director and Assistant Director.\

Requirements:

• Diploma holder with relevant work experience in healthcare, operations, general administration, logistics, etc.

• Active team player, confident & resourceful

• Excellent organizational & administrative skills

• Good interpersonal skills to relate to people.

• Proficient in Microsoft Office