Executive Assistant / Senior Executive Assistant, Specialised Support Services (Operating Theatre)

National University Hospital; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

A leading healthcare institution in Singapore is seeking a dedicated individual to provide operational and administrative support in the Operating Theatre. Responsibilities include managing daily scheduling, contacting patients with surgical details, and coordinating emergency cases. Ideal candidates should have a diploma and demonstrate strong interpersonal and communication skills, with at least two years of relevant experience preferred.

Qualifications

• Diploma from a recognised institution.
• Minimum of two years of relevant experience preferred.
• Possesses initiative and keenness to learn.

Responsibilities

• Manage daily OT scheduling and finalise OT listing.
• Contact patients to remind them of surgery details.
• Answer incoming queries from patients.
• Manage and coordinate Emergency OT cases.
• Assist with resolution of customer feedback.

Skills

Interpersonal skills

Communication skills

Multi-tasking

Customer-focused

Proficiency in Microsoft Office

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

• 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.
• 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 completion of call logs.
• Answer incoming queries from patient regarding details pertaining to their surgeries.
  • Ensure patients enquiries are addressed promptly.
• 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.
• 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.
• 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.