Snr / Executive Assistant, Operating Theatre Administration

Alexandra Hospital; Singapore; On-site; SGD 33,000 - 47,000; Full time

Job summary

Alexandra Hospital is seeking an experienced Administrative Clerk for the Operating Theatre (OT) to manage billing, procurement, and general admin to ensure smooth OT operations.

The role requires a Diploma or equivalent, 2+ years of clerical experience, strong computer skills, and the ability to work independently in a fast-paced healthcare environment in Singapore.

Qualifications

• Diploma or equivalent professional qualifications required.
• Minimum 2 years of experience in clerical and administrative duties.
• 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: verify daily surgery charges and ensure accurate interfacing to billing system.
• Procurement and management of OT supplies and equipment: assist purchases, quotations, POs and invoicing, manage stock levels.
• Other Administrative Duties: update OT listing, maintain charge forms in OTRS, order pantry and stationery, print implant cards.

Skills

Clerical skills

Administrative tasks

Communication skills

Independent worker

Education

Diploma or equivalent professional qualifications

Tools

Word

Excel

PowerPoint

Job description

Overview

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, nursing, clinicians, or other disciplines’ colleagues for any charging issues

• Follow up with patients or business office for billing issue

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
  

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.