(Senior) Executive Assistant / Associate Executive, Specialised Support Services - Anaesthesia

National University Hospital; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

A leading healthcare institution in Singapore is seeking an Administrative Support Officer to provide essential support in various tasks, including managing clinician leave and procurement purchases. The ideal candidate should possess a diploma, have at least two years of experience in the healthcare sector, and be proficient in Microsoft Office. This role requires good coordination, interpersonal skills, and a proactive attitude.

Qualifications

• At least two years' working experience, preferably in the healthcare industry.

Responsibilities

• Provide administrative support to HOD, Clinical Director, Anaesthetists, and Department Ops Managers.
• Maintain/update all clinicians’ leave in NHG surveillance system.
• Procurement purchases for the Department and Operating Theatres.
• Coordinates food catering for Department function.
• Secretariat support to HOD for monthly meetings.

Skills

Good coordination

Interpersonal skills

Communication skills

Proficient in Microsoft Office Applications

Experience in healthcare industry

Education

Diploma from a recognised institution

Job description

Job Purpose

• To provide administrative support to HOD, Clinical Director, Anaesthetists and Department Ops Managers.

Duties and Responsibilities

Major Duties (80%)

• Maintain/update all clinicians’ leave in NHG surveillance system.
• Upload Department’s leave calendar online.
• Filing and tracking of MOPEX leave applications.
• Maintaining and updating Dept contact list on monthly basis, circulates to all within Department.
• Creation of forms and submit to committee for approval. Liaise with vendors on artwork.
• Procurement purchases for the Department and Operating Theatres.
• Raise e-Payment for bills and claims for clinicians.
• Submit monthly training hours for BSTs / ASTs to Medical Affairs.
• Assist to collate MOPEX assessment and results, distribute to senior doctors to rank the juniors 2 months before posting end.
• Maintain NUH IT asset inventory list.
• Manage pantry inventory, including quotation, stock take and place order with suppliers.
• Coordinates food catering for Department function.
• Secretariat support to HOD for monthly Senior Staff Meetings & Coregroup Meeting bi- monthly and preparation of slides presentation for SSM & CG Meeting.

General Duties (20%)

• Dispatch duties and leave coverage between team members.
• Any other duties as assigned by Reporting Officer.

Job Requirements

Educational Qualifications

• Diploma from a recognised institution.

Skills and Knowledge

• Good co-ordination, interpersonal and communication skills.
• Proficient in Microsoft Office Applications.
• At least two years’ working experience, preferably in healthcare industry.

Personal Traits

• Pro-active, self-motivated, with a “can-do” attitude
• Ability to multi-task, work independently and work in a team.
• Service-oriented and customer-focused.