Senior/ Executive Assistant, Medicine

Ng Teng Fong General Hospital; Singapore; On-site; SGD 42,000 - 62,000; Full time

Job summary

Ng Teng Fong General Hospital is seeking a Senior/Executive Assistant to provide main administrative support for the department, acting as a liaison between doctors and stakeholders.

Key duties include sourcing quotations, purchase requisitions, room bookings, event management, data entry, meeting coordination, and processing claims. The role requires strong MS Office skills, good organization and communication; diploma holders are encouraged to apply.

Qualifications

• Diploma in relevant field.
• Minimum 2 years experience in clerical and administrative duties.
• Proficient in MS Office.
• Strong organizational and communication skills.

Responsibilities

• Provide administrative support to the department and serve as a liaison between doctors and relevant stakeholders.
• Logistical functions including sourcing for quotations, preparing purchase requisition, raising requests for purchases, room booking.
• Assist in event management, organising and registration of workshops, seminars and training classes, accreditation applications.
• Maintain and update databases and perform data entry.
• Coordinate meetings, book venues, collate agenda and arrange catering as needed.
• Prepare and submit claims and records for purchases and training courses for department staff.
• Maintain and replenish inventory of office supplies.
• Liaise on medical reports, Mortality & Morbidity and Peer Review matters; assist in tracking and submission processes.
• Update and maintain on-call roster and contact lists.
• Approve claims and leave applications.
• Perform other duties as assigned.

Skills

Administrative support

Liaison communication

Event management

Data entry

MS Office

Education

Diploma

Tools

MS Office Suite

Job description

1. Job Purpose

The Senior/ Executive Assistant or Senior/ Associate Executive is to provide the main administrative support for the department.

2. Duties and Responsibilities

• Provide administrative support to the department and serve as a liaison between doctors and relevant stakeholders.
• Logistical functions including, but not limited to, sourcing for quotations, preparing purchase requisition, raising request for purchases, room booking.
• Assist in event management, organising and registration of workshops, seminars and training classes, application of SMC accreditation.
• Maintain and update various databases and perform data entry.
• Co-ordinate meetings, book venues, collate agenda and arrange for catering requirements when necessary.
• Prepare and submit claims and records for purchases and training courses for department staff.
• Maintain and replenish inventory on office supplies such as stationery, toner for printer/ photocopier, name card.
• Main liaison person for medical reports, Mortality & Morbidity and Peer Review related matters or requests including, assisting in the process of tracking and submission.
• Update and Maintain on-call roster. & Contact List
• Responsible for the approval of claims and leave application.
• Perform any other duties assigned by supervisor

3. Job Specification/ Requirements

• Diploma
• Minimum 2 years working experience in clerical and administrative duties. Entry level graduates are encouraged to apply.
• Computer skills in MS Office
• Good organizational and communication skills