Senior Associate Executive, Allied Health

JurongHealth Campus; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

JurongHealth Campus is seeking a capable Secretary/Administrative Support professional to assist senior leaders in the Allied Health Division. You will manage directors' calendars, prepare meeting materials, and support patient services while coordinating rosters and procurement processes.

The role requires a Diploma or equivalent, strong MS Office skills, and good communication. Independent, proactive, and meticulous work style is essential in a healthcare setting.

Qualifications

• Diploma or equivalent qualification required.
• Good working knowledge in MS Office.
• Strong communication skills, both written and spoken.
• Proactive, meticulous and able to work independently.
• Healthcare/service industry experience preferred.

Responsibilities

• Secretarial support to Directors, Managers and Heads of Department.
• Manage calendars and coordinate meetings and engagements.
• Prepare materials and slides for Division/Department meetings; record minutes.
• Provide administrative support related to patient services.
• Coordinate and manage Department Rosters and HMS Rosters.
• Coordinate events, quotations, POs and service agreements with partners.
• Raise billing requests to Finance and manage office supplies.
• Liaise with vendors for quotations and deliveries; process purchase requests.

Skills

Communication skills

Proactive mindset

Attention to detail

Education

Diploma or equivalent qualification

Tools

MS Office

Job description

Overview

Provide secretarial and administrative support to Snr/ Deputy/Directors, Heads of Department, Senior/Assistant/Managers, Senior/Executives of Allied Health Division and perform liaison functions between Departments/Divisions. Provide administrative and operational support to Therapists.

Overview

Provide secretarial and administrative support to Snr/ Deputy/Directors, Heads of Department, Senior/Assistant/Managers, Senior/Executives of Allied Health Division and perform liaison functions between Departments/Divisions. Provide administrative and operational support to Therapists.

Responsibilities

Secretarial Support to Directors, Managers and Heads of Department

• Manage the working calendar of Snr/Deputy/Senior Assistant/Assistant/ Directors and Heads of Department by coordinating and scheduling meetings and other official engagements.
• Follow-up, update and remind Snr/Deputy/Senior Assistant/Assistant/ Directors and Heads of Department about meetings, official engagements and matters of importance from time to time.
• Set-up and maintain efficient and accessible filing system for the Division/Department.
• Prepare necessary materials and slides for Division/ Department meetings.
• Record minutes/take notes of Division/Department meetings.
• Support administrative duties related to patient services.

Administrative Support for Division and Departments

• Arrange and coordinate meetings, including the booking of rooms.
• Track attendance and upload files for meetings.
• Coordinate and manage Department Roster and HMS Roster Entry.
• Compile information and data into reports.
• Maintain and follow-up statistical data and ensure that data is properly stored in system, including uploading of training records into the learning management system.
• Coordinate events, programmes and talks, workshops and symposiums etc. for the Division/Department.
• Facilitate event logistics and ensure event flow.
• Follow-up on quotations, Purchase Orders and service agreements with corporate partners.
• Raise billing requests to Finance when required.
• Maintain inventory of books/brochures/programme materials.
• Promote and implement process improvement in area of work.

Office Administration

• E-procure stationeries for Division/Departments.
• Apply and prepare requests for IT passwords, name stamps, name cards, workstations and car park access etc.
• Liaise with vendors for quotations and deliveries.
• Process purchase requisition for purchases i.e. brochures and books etc.
• Process petty cash claims and other claims for Directors and Division/Department staff.
• Manage outgoing and incoming mails.
• IT- Liaise with IBM Team on stock-take date and ensure that Division/Departments complete stock-take.
• Other assigned duties.

Requirements

• Diploma or equivalent qualification
• Good working knowledge in MS Office
• Good communication skills, both written and spoken
• Proactive, meticulous and possess initiative
• Able to work efficiently and independently
• Experience in healthcare, service-related industries or human resources preferred