Executive Assistant / Senior Executive Assistant, Specialised Support Services

National University Hospital; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading healthcare institution in Singapore is seeking a dedicated operational support staff for the Operating Theatre. The successful candidate will manage daily OT scheduling, contact patients regarding surgeries, and coordinate with medical professionals. Applicants should have a diploma from a recognized institution and possess strong interpersonal skills. This role requires an individual who is service-oriented, able to multi-task, and proficient in Microsoft Office. Experience in a similar role is preferred.

Qualifications

• Possesses initiative and keenness to learn.
• Minimum of two years of relevant experience preferred.

Responsibilities

• Manage daily OT scheduling and finalise OT listing for timely dissemination.
• Contact patients with surgery reporting details.
• Answer patient queries regarding surgeries.
• Manage and coordinate Emergency OT (EOT) cases.
• Assist with resolution of customer feedback and collate reports.

Skills

Interpersonal and communication skills

Service-oriented

Ability to multi-task

Proficient in Microsoft Office Applications

Education

Diploma from a recognised institution

Job description

Overview

The job-holder is responsible to provide operational and administrative support to Senior Nursing Officers / Nursing Officers and Ops & Admin Manager in Operating Theatre.

Job Responsibilities

You will be responsible for the following:

1. Manage daily OT scheduling and finalise OT listing for timely dissemination to SSS Ops & Admin staff and OT Nurse Managers

• Ensure effective coordination with Clinics, Doctors and Anaesthetists regarding daily OT scheduling.
• Ensure all cases are accurately scheduled in the OT.
• Ensure optimal utilisation of OT resources.
• Ensure daily OT listing is finalised in a timely manner.

2. Contact patients to remind them of surgery reporting time, reporting location and fasting instructions.

• Ensure elective pre-operative phone call is conducted for all patients prior to D-3 and D-1 day of surgery.
• Ensure reporting time, reporting location and fasting instructions are communicated accurately and clearly to patients.
• Ensure professional phone etiquette is maintained in all patient interactions.
• Ensure accuracy and completeness of call logs.

3. Answer incoming queries from patient regarding details pertaining to their surgeries.

• Ensure patients enquiries are addressed promptly.

4. Manage and coordinate Emergency OT (EOT) cases.

• Ensure effective coordination with Doctors, Anaesthetists, OT Nurses and Radiographers regarding emergency cases.
• Ensure accurate and proper documentation of events.
• Ensure adherence to prioritisation protocols.
• Ensure flexibility in handling dynamic situations.

5. Other job duties such as assisting with resolution of customer feedback, ensuring email requests are cleared daily, collating statistics or reports required, guiding and coaching junior staffs.

6. Perform any other duties as assigned by the RO and/or the person(s) in-charge

Requirements

• Diploma from a recognised institution.
• Possesses initiative and keenness to learn.
• Possesses good interpersonal and communication skills.
• Ability to multi-task, work independently and work in a team.
• Service-oriented and customer-focused.
• Proficient in Microsoft Office Applications.
• Minimum of two years of relevant experience preferred.