Senior Associate Executive, Allied Health

Ng Teng Fong General Hospital; Singapore; On-site; SGD 48,000 - 80,000; Full time

Job summary

Ng Teng Fong General Hospital is seeking an organized administrator to provide secretarial and administrative support to senior leaders in the Allied Health Division. The role involves calendar management, meeting coordination, and data/report handling to ensure smooth department operations.

The ideal candidate holds a Diploma or equivalent, is proficient in MS Office, and demonstrates proactive, independent working style with strong communication skills.

Qualifications

• 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.

Responsibilities

• Provide secretarial support to Directors, Managers and Heads of Department.
• Manage calendars and coordinate meetings and engagements.
• Set-up and maintain filing systems for the Division/Department.
• Prepare materials and slides for meetings and record minutes.
• Support administrative duties related to patient services.
• Coordinate meetings, book rooms and track attendance.
• Raise billing requests to Finance when required.
• Liaise with vendors and handle routine admin tasks.

Skills

Good communication

Proactive

Independent worker

Team coordination

Attention to detail

Education

Diploma or equivalent

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.

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