Senior Executive Assistant

National Healthcare Group Polyclinics; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

A healthcare institution in Singapore is looking for an administrative support specialist to provide secretarial and clerical support to the Director of the Clinical Research Unit. Duties include managing appointments, processing claims, and coordinating meetings. Candidates should have good organizational skills and the ability to manage multiple tasks efficiently.

Responsibilities

• Provide secretarial support to the Director, Clinical Research Unit (CRU).
• Manage appointment scheduling of the Director’s Calendar.
• Process claims and payments as necessary.
• Provide clerical support.
• Assist with travel arrangements for the Director and other team members.

Job description

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Institution: National Healthcare Group Polyclinics

Family Group: Administration

Calendar & Scheduling

• Provide secretarial support to the Director, Clinical Research Unit (CRU)
• Manage appointment scheduling of the Director’s Calendar
• Process claims and payments as necessary
• Provide clerical support
• Assist with travel arrangements for the Director and other team members on CRU work-related trips

Administrative Support

1.Mails

• Collect, sort and distribute in-coming mails, faxes and circulars
• Despatch out-going mails e.g. pamphlets, notices, letters, circulars and publications to polyclinics / doctors through mail room
• Fax, file, photocopy, franking letters and retrieve department records and essential correspondences

2. Meeting Arrangements

• Co-ordinate CRU departmental meetings including dates of meetings, booking of meeting rooms, gathering of agenda and timely dissemination of minutes to team of CRU, and other meeting attendees where necessary
• Arrange other ad-hoc meetings and refreshment when required.
• Schedule meetings for the department and send reminders to parties concern.
• Preparation of rooms and other logistics (eg. attendances, printing of handouts when necessary) for meetings and events
• Writes minutes for meetings upon request
• Collate and maintain statistics upon request
• Submit collated training events’ attendances to NHGP HRD after training events when necessary

4. Research-related Administration

• Provide administrative or logistic support to Manager and CRU team upon request
• Provide grant administration support as necessary
• Assist the Director, CRU to prepare presentation slides upon request
• Assist Manager, CRU to organise research-related events such as Journal Clubs, Research Didactics and Forums
• Assist Manager, CRU to organize and coordinate training courses and seminars in research and medical ethics
• Assist Manager, CRU to provide secretariat support to various research initiatives e.g. NHGP Research Attachment, CRU Research Assistance applications
• Track research outcome
• Assist in maintaining research training records
• Coordinate and collate for research-related course registration for doctors
• Renewal of research-related E-journals

5. Other administrative matters

• Tracking of leave (eg. Annual Leave, Medical Leave) & maintain staff movement chart where necessary
• Raise IT Job Request when necessary
• Purchase stationery items for departmental use and maintain tidiness of stationery storage
• Raise Purchase Requisition and e-Payment and other modes of payment when necessary
• Maintain and back-up a good filing system in the department and shared drive, including maintenance of CRU assets and IT equipment used in the department

Secondary Responsibilities

• Assist in the maintenance of the department’s generic email account
• Assist in the maintenance of the department’s webpage on the intranet
• Perform any other duties as assigned by supervisors and/ or Director, CRU