Executive, Medical Services

St Luke's Hospital; Singapore; On-site; SGD 47,000 - 76,000; Full time

Job summary

St Luke's Hospital is seeking an experienced Executive Secretariat and Administrative professional to support the Medical Director and Medical Services Department. The role covers committee governance, executive communications, and day-to-day medical administration operations.

You will coordinate calendars, meetings, and internal communications, ensuring timely follow-up and accurate documentation while upholding high service standards across the department.

Qualifications

• Diploma or Degree in Management Studies, Business Administration, Healthcare Management, Health Sciences or equivalent.
• 3–5 years of relevant healthcare administration or hospital operations experience.
• Excellent written and oral communication skills at all levels.
• Organised, detail-oriented and able to multi-task under pressure.
• Proficient in Microsoft Office; familiarity with data tracking or reporting tools is an advantage.

Responsibilities

• Provide secretariat support for Medical Board, Medical Advisory Committee meetings and sub-committees.
• Coordinate meeting schedules, agendas, paper collation, minutes and follow-up actions.
• Maintain accurate records of committee proceedings, decisions, membership and related documents.
• Provide executive and administrative support to the Medical Director and Medical Services Department.
• Coordinate onboarding for new doctors and other medical staff; assist with procurement and admin follow-up.
• Support doctors' claim submissions, timesheets and department administrative records.

Skills

Communication skills

Organized

Multi-tasking

Interpersonal skills

Professionalism

Education

Diploma or Degree in Management Studies / Business Administration / Healthcare Management / Health Sciences

Tools

Microsoft Office

Job description

Provide executive secretariat, administrative, and operational support to the Medical Director, Medical Services Department, Medical Board, Medical Advisory Committee and other sub-committee assigned. The role supports committee governance, executive communications, clinical governance activities, departmental coordination and day-to-day medical administrative operations, while ensuring timely follow-up, accurate documentation and high service standards.

Key Responsibilities:

1. Secretariat and Committee Support

• Serve as secretariat support for Medical Board, Medical Advisory Committee meetings and other sub-committee assigned
• Coordinate meeting schedules, agenda preparation, paper collation, meeting logistics, minute-taking and follow-up on action items.
• Maintain accurate and up-to-date records of committee proceedings, decisions, membership and related documentation.
• Ensure timely communication with committee members, clinical teams and relevant departments on meeting matters and follow-up actions.

2. Executive and Administrative Support

• Provide administrative and coordination support to the Medical Director and Medical Services Department.
• Assist in managing calendars, meetings, appointments, reminders and related coordination matters.
• Assist in drafting, reviewing and disseminating reports, presentations, internal communications and department documents.
• Organise and provide logistical support for departmental meetings, team bonding events, workshops and other department activities.

3. Medical Department Operational Coordination

• Coordinate onboarding administration for new doctors, locums and other medical staff, excluding training-related matters.
• Assist in department procurement needs and support administrative follow-up with relevant stakeholders.
• Assist with doctors’ call claims, timesheet submissions, task logs and other department administrative records.
• Support department staff on IT-related administrative needs and liaise with IT where required.
• Maintain proper documentation, filing and tracking of department records to support smooth operations.

Job Requirements:

• Diploma or Degree in Management Studies, Business Administration, Healthcare Management, Health Sciences or equivalent.
• Minimum 3 to 5 years of relevant experience, preferably in healthcare administration, medical affairs, hospital operations or clinical governance support.
• Good oral and written communication skills, with the ability to communicate effectively at all levels.
• Organised, detail-oriented and able to multi-task independently under pressure.
• Proficient in Microsoft Office applications; familiarity with data tracking, dashboards or reporting tools is an advantage.
• Strong interpersonal skills, professionalism and work ethics.