Senior/ Executive Assistant, Allied Health

National University Polyclinics; Singapore; On-site; SGD 48,000 - 60,000; Full time

Benefits offered by this job

Healthcare exposure preferred

Job summary

National University Polyclinics in Singapore seeks a Senior/Executive Assistant to provide secretarial and administrative support to senior Directors and Heads of Allied Health.

Responsibilities include calendar management, coordinating meetings, preparing materials, taking minutes, filing, and supporting department reports and events. The role requires at least 2 years of relevant experience, strong MS Office skills, and excellent communication abilities; healthcare exposure is preferred.

Qualifications

• Diploma or equivalent required.
• Proficient in MS Office.
• Excellent written and verbal communication.
• Proactive, meticulous, initiative.
• Independent and team work ability.
• At least 2 years of relevant experience.
• Healthcare or HR experience preferred.

Responsibilities

• Provide secretarial support to Directors, managers and Heads of Department.
• Manage calendars and schedule meetings and engagements.
• Prepare materials and take minutes for Division/Department meetings.
• Maintain filing system and distribute papers to relevant stakeholders.
• Coordinate meetings, rooms and events; track attendance and reports.
• Liaise with vendors; handle IT password requests and procurement tasks.

Skills

MS Office

Education

Diploma

Job description

Senior/ Executive Assistant, Allied Health

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

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.
  
  
  • Answer and screen calls for Directors and Departments.
  
  
  • 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.
  
  
  
  


• Administrative Support for Division and Departments
  
  
  
  • Manage secretarial duty roster for Allied Health Meetings such as AH Division Meeting (AHDM), AHHQ, etc.
  
  
  • 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 Purchase Orders.
  
  
  • 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


• Good working knowledge in MS Office


• Good communication skills, both written and spoken


• Proactive, meticulous and possess initiative


• Able to work efficiently, independently and in teams


• At least 2 years of relevant working experience


• Experience in healthcare, service-related industries or human resources preferred