Senior/ Executive Assistant (Pharmacy)

Alexandra Hospital; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading healthcare provider in Singapore is looking for an Administrative Support role in the Pharmacy Admin department. Responsibilities include managing schedules, coordinating meetings, assisting onboarding, and handling procurement documentation. Candidates should have a diploma in healthcare or management, at least 2 years of experience in administrative tasks, and good skills in Microsoft Office and SAP. If interested, please contact [e-mail] to learn more about the role.

Qualifications

• Minimum 2 years of experience in clerical and administrative duties.
• A good understanding of accounting and figures.
• Ability to multi-task and work under tight timelines.

Responsibilities

• Manage schedule for HOD and coordinate meetings.
• Facilitate onboarding of new staff and handle procurement documentation.
• Assist in audit reviews and manage office supplies.

Skills

Good communication skills

Problem-solving ability

Critical thinking

Adaptability

Analytical skills

Education

Diploma in healthcare-related/management courses

Tools

SAP system

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Overview*

The role is to provide the main administrative support for assigned Pharmacy Admin department.

Job Responsibilities*

1. Primary Responsibilities and Duties (80%)

• Manages schedule for HOD.
• Co-ordinate meetings, book venues, collate agenda and arrange for catering requirements when necessary.
• Coordinate department meetings and team building events.
• Facilitate on-boarding of new staff; raising system and tap card accesses, coordinate on-board process, follow up issues with HR. (if any)
• Collate and update relevant data/workload required by the department for purposes of cost management and improvement.
• Handle purchase and work requisition processes, from calling suppliers for quotation to submitting invoices to Finance for payment.
• Handles claims for the department (for subvention or external grants etc)
• Reconcile dropped charge reports for assigned jobs, if any.
• Assist in audit reviews (internal/external) by providing requested documents to relevant auditors.
• Handles procurement-related documentations (i.e. Purchase Requests, Sourcing Requests, Approval To Procure papers etc.)
• Record and produce meeting minutes.

2. Secondary Responsibilities and Duties (20%)

• Collect and dispatch documents from/to areas within hospital premises.
• Requisite, control and maintain good utilisation of office supplies in the department.
• Manage gift packs for storage and distribution.
• Perform any other duties assigned by supervisor.

Requirements*

• Diploma in healthcare-related/management courses (preferred)
• 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 and SAP system
• Critical thinking and problem-solving ability
• Adaptable and able to work independently
• Ability to multi-task and work under tight timelines
• Good analytical and organization skills
• Excellent communication, problem solving, presentation, negotiation and interpersonal skill

If the role sounds interesting to you, please contact '[e-mail]' to understand more on the role. Please indicate the position that you are interested in the subject heading.

*Only Singapore Citizens and Singapore Permanent Residents may apply.