Executive, Medical Services

St Luke's Hospital - Singapore; Singapore; On-site; SGD 60,000 - 85,000; Full time

Job summary

St Luke's Hospital - Singapore is seeking an experienced executive secretary/administrative coordinator to provide Secretariat and operational support to the Medical Director and Medical Services Department. The role encompasses committee governance, executive communications and day-to-day medical administration, ensuring timely follow-up and accurate documentation.

Key duties include secretariat support for Medical Board and sub-committees, calendar and meeting coordination, report drafting,

Qualifications

• Diploma or Degree in Management Studies, Business Administration, Healthcare Management, Health Sciences or equivalent.
• 3–5 years of relevant healthcare administration or clinical governance support.
• Strong communication, organized, detail-oriented, and able to multi-task under pressure.
• Proficient in Microsoft Office; familiarity with data tracking, dashboards or reporting tools is an advantage.

Responsibilities

• Secretariat and Committee Support: handle secretariat duties for Medical Board, Medical Advisory Committee and sub-committees; coordinate meeting schedules, agenda, papers, minutes and follow-ups; maintain records of proceedings and membership; communicate with committee members and departments.
• Executive and Administrative Support: manage calendars, meetings, reminders, and coordination; draft/review/disseminate reports and internal communications; organize departmental meetings and events.
• Medical Department Operational Coordination: onboarding administration for new doctors and locums; assist with procurement and admin records; support doctors’ claim submissions, timesheets, task logs; liaise with IT; maintain proper documents and filing.

Skills

Secretariat support

Meeting coordination

Administrative coordination

Communication skills

MS Office

Education

Diploma/Degree in Management Studies or Healthcare Administration

Tools

MS 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.