(Snr) Executive Assistant / (Snr) Associate Executive, Operating Theatre

National University Hospital; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

Join the National University Hospital as a (Senior) Associate Executive/Executive Assistant, where you will provide vital operational and administrative support in the Operating Theatre. You will work in a dynamic healthcare environment, surrounded by passionate professionals, and help manage crucial processes that contribute to patient care and hospital operations.

Qualifications

• At least two years’ working experience in clerical or administrative duties, preferably in healthcare.
• Preferably with prior supervisory experience.
• Proactive, self-motivated, with a ‘can-do’ attitude.

Responsibilities

• Provide operational and administrative support to nurses and operations managers.
• Assist in billing, procurement, and IT-related issues.
• Support team supervision and guidance.

Skills

Interpersonal skills

Communication skills

Multi-tasking

Service-oriented

Decision making

Education

Diploma from a recognized institution

Tools

Microsoft Office Applications

Job description

Career in the Hospital

Join our incredible team at the National University Hospital (NUH), where we believe that a hospital is more than just a workplace. Every day, we witness the remarkable impact that our healthcare professionals can have on individuals, families, and entire communities.

At NUH, we are driven by a shared purpose – to lend a helping hand to those in need, to be a source of support and healing, and to empower patients to live their best lives.

We are looking for passionate and committed individuals to join us as we transform lives and create a lasting impact in the lives of our patients. The impact you make at NUH will be profound, regardless of the role you take up in the hospital.

About NUH

The National University Hospital (NUH) is Singapore’s leading university hospital, with a proud heritage dating back to 1905 with the establishment of what’s now the NUS Yong Loo Lin School of Medicine. Our strong ties with the medical school have shaped us into a unique institution, allowing us to seamlessly integrate clinical care with teaching and research. As a university hospital, we go beyond the realm of providing tertiary medical care. We are a hub of knowledge and innovation, attracting healthcare professionals who are passionate about pushing boundaries and making significant contributions to the field.

About Department and Purpose of the Position

We are seeking an individual who is highly dedicated and passionate in healthcare to join us as a (Senior) Associate Executive/ Executive Assistant. You will provide operational and administrative support to Senior Nursing Officers / Nursing Officers and Ops & Admin Manager in assigned Operating Theatre (OT) in Main Building, Kent Ridge Wing and/or Medical Centre.

Key Responsibilities

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 issues

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

Support for IT related issues and OT systems

• To be the Point of contact and assist OT users on basic IT hardware or system issues, and escalate as appropriate to ITD Helpdesk, IHiS Functional Analyst and/or vendor
• Check on OT Dashboards and report any faults encountered
• Maintain charge forms and charge codes in Operating Theatre Reporting System (OTRS)

Other administrative matters pertaining to the OT

• Assist nursing on their daily staff roster and to prepare OT final list for the Nurse Manager in-charge
• Assist with resolution of patient’s feedback if any
• Issue of lockers and resetting unused lockers in staff change room
• Ensure all iPads and Handphones are returned for charging before the end of the working day
• Assist with the review and update of Standard Operating Procedures where applicable
• Collate statistics/reports required by the department for purposes of cost containment or process improvements
• Guide and coach junior staff
• Any other duties as assigned by Reporting Officer

Team Supervision and Guidance

• Support team members on difficult issues and escalating to RO where necessary
• Manpower management, including roster and leave planning for team members
• Develop training plan for new staff and ensure team members are well versed in all aspects of their work
• Actively work with RO to review/improve workflow and provide input on staff performance

Key Requirements

• Diploma from a recognized institution
• At least two years’ working experience in clerical or administrative duties,preferably in healthcare industry.
• Good interpersonal and communication skills
• Proficient in Microsoft Office Applications
• Preferably with prior supervisory experience
• 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
• Independent with strong decision making capabilities

Closing & Applications

When you join NUH, you become part of a dynamic and collaborative environment where expertise, knowledge, and compassion all come together.

Working in healthcare offers satisfaction that extend far beyond the ordinary. The smiles of gratitude from patients and the profound sense of fulfilment that comes from helping others cannot be measured. It is a career that allows for both personal and professional growth. The challenges you encounter in this rapidly evolving industry push you to constantly expand your knowledge and skills, as well as encourage lifelong learning.

Be a part of a team that gets to create a transformative healthcare experience for our patients and professionals alike.