Senior / Executive Assistant, Operation Theatre Administration

Alexandra Hospital, Singapore; Singapore; On-site; SGD 36,000 - 58,000; Full time

Job summary

Alexandra Hospital, Singapore, is seeking an administrative professional to oversee the Operating Theatre (OT) administration. You will verify daily surgery charges, interface with the billing system, and coordinate procurement of OT supplies and equipment to support smooth theatre operations.

The role also covers daily admin duties such as updating listings, maintaining charge forms, and handling pantries and stationary, with emphasis on accuracy and timely processing.

Qualifications

• Diploma or equivalent professional qualifications.
• Minimum 2 years of clerical and administrative experience.
• A good understanding of accounting and figures.
• Good computer skills in Word, Excel and Power Point.
• Good communication and interactive skills.
• Able to work independently.

Responsibilities

• Billing and charging matters with verification of daily surgery charges and interfacing to the billing system.
• Procurement and management of OT supplies and equipment, including quotations and purchase orders.
• Other administrative duties including updates to OT listings, charge forms, and office supplies.

Skills

Clerical experience

Accounting understanding

Independent worker

Education

Diploma or equivalent professional qualifications

Tools

Word

Excel

PowerPoint

Job description

This role is responsible for managing administrative functions to ensure smooth operations of the Operating Theatre (OT).

Job Responsibilities

1.Billing and charging matters

• Timely verification of each day’s surgery charges for patients and ensure all charges are properly interfaced to the billing system and are accurate and free from errors
• Follow up with vendors and nurses for any charging issues
• If needed, submit request to Business Office to block patient bills for charge adjustments

2.Procurement and management of OT supplies and equipment

• Assist on any procurement matters, such as purchase of OT supplies under consignment or blanket order, OT equipment, and other services necessary for the smooth operations of the OT
• End-to-end process for purchases, including but not limited to obtaining quotation, raising purchase requests, arranging delivery, processing invoices, and delivery orders for billing
• Work with MMD on inventory levels for stock and non-stock items
• Tracking consumption rates, contract balance values, and working with vendors, nurses and other operations colleagues for projection, top-up or extension of Purchase Orders
• Assist with tracking and monitoring of CAPEX and OPEX usage in assigned area
• Requisite, control and maintain utilization of office supplies in the assigned area

3.Other Administrative Duties

• Daily updates of OT listing schedule to surgeons
• Maintain charge forms and charge codes in Operating Theatre Reporting System (OTRS)
• Ordering of pantry and stationary supplies, ensuring they are at par level
• Printing of implant cards for patients who had implant surgeries
• Submit AOH and EHOT claim forms for surgeons to HR

Requirements

• Diploma or equivalent professional qualifications.
• Minimum 2 years of experience in clerical and administrative duties.
• A good understanding of accounting and figures.
• Good computer skills in Word, Excel and Power Point.
• Good communication and interactive skills.
• Able to work independently.

Only Singapore Citizens and Singapore Permanent Residents may apply.