Executive Assistant (Nursing Wards)

Ng Teng Fong General Hospital; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading healthcare institution in Singapore is seeking a dedicated office coordinator to manage various administrative tasks and office operations. The ideal candidate should have a G.C.E ‘A’ level or Diploma, with 2-3 years of experience in the healthcare sector preferred. Responsibilities include maintaining staff records, organizing meetings, and ensuring the smooth operation of department activities. Strong proficiency in MS Office is needed, alongside a positive attitude and teamwork abilities.

Qualifications

• 2-3 years working experience in the healthcare industry preferred.
• Familiar with medical terminology will be an added advantage.

Responsibilities

• Coordinate office operations and maintain office forms and procedures.
• Provide clerical and administrative support to the department.
• Organize meetings and manage department inventory.
• Handle confidential information responsibly.

Skills

Proficient in MS Office

Positive working attitude

Team player

Familiarity with medical terminology

Education

G.C.E ‘A’ level qualification or Diploma

Job description

The incumbent is responsible to coordinate the office operations of the department, maintain office forms and procedures, and assists 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%

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

SECONDARY RESPONSIBILITIES AND DUTIES – 20%

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

Requirements:

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