Senior Associate Executive, Allied Health

National University Polyclinics; Singapore; On-site; SGD 45,000 - 65,000; Full time

Job summary

National University Polyclinics in Singapore seeks a Senior Associate Executive to provide comprehensive secretarial and administrative support to senior Allied Health leaders and assist in liaising between departments. You will manage complex calendars, prepare materials for meetings, and support patient services and division operations.

The role requires proactive, meticulous individuals with strong MS Office skills and the ability to work independently in a healthcare environment.

Qualifications

• Good working knowledge of MS Office.
• Good written and spoken communication skills.
• Proactive, meticulous and able to take initiative.
• Able to work efficiently and independently.
• Experience in healthcare, service-related industries or human resources preferred.

Responsibilities

• Provide secretarial and administrative support to Senior/Deputy Directors, Heads of Department, and managers in the Allied Health Division.
• Manage calendars, schedule meetings and official engagements for senior staff.
• Prepare materials, slides and minutes for meetings; maintain filing systems.
• Support administrative duties related to patient services and division operations.
• Coordinate meetings, events, and logistics; track attendance and prepare reports.
• Handle procurement, quotations, purchase orders, invoices and billing with Finance as needed.
• Maintain inventory and manage stock take with IT and division staff.

Skills

MS Office

Communication

Initiative

Tools

MS Office

Job description

Senior Associate Executive, Allied Health

Job ID: 10499

Job Function: Administration

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

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

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