Executive Assistant (Nursing Wards)

The incumbent is responsible to coordinate the office operations of the department, maintain office forms and procedures, and assist with administrative tasks. He/she may handle confidential information from time to time and is able to manage documents with strict confidentiality. He/she abides by NUHS core values, puts patients first, and works closely with partners including families, volunteers, and organizations.

Additional duties and responsibilities can be assigned to meet any changing conditions as appropriate.

PRIMARY RESPONSIBILITIES AND DUTIES – 80%

1. Provides clerical and administrative support in the following:
   1. Maintains and updates staff personal records e.g. flu vaccination records, emergency contacts, personal particulars, mask fitting records etc.
   2. Answers phone calls, handles enquiries, conveys messages.
   3. Oversees and distributes incoming and outgoing mails.
   4. Coordinates department meetings.
2. Assists in organizing meetings; reserves meeting venues and prepares required AV equipment.
3. Prepares, follows up, updates, and files current and new staff orientation checklists, competencies, personal particulars, etc.
4. Updates and maintains training databases and records post completion of training.
5. Manages and maintains department inventory of stationery, assets, and equipment.
6. Raises IT access requests and prepares for new hires’ onboarding e.g. ordering of name stamp, files, etc.
7. Checks, collates, and raises items for Purchase Requisition (PR) including managing and filing of billed receipts/invoices.
8. Undertakes any other responsibilities assigned by Reporting Officer.

SECONDARY RESPONSIBILITIES AND DUTIES – 20%

1. Participates in hospital-wide activities such as Service Quality (SQ) Awards, Quality Month, Nurses’ Day Celebrations, etc. as assigned.
2. Supports department activities and events such as audits, Nurses’ Day, etc. as assigned.

Requirements:

1. G.C.E ‘A’ level qualification or Diploma holders.
2. Preferably 2-3 years working experience in the healthcare industry. Familiarity with medical terminology will be an added advantage.
3. Proficient in MS Office.
4. Positive working attitude, team player, and willing to learn.