Sr/ Associate Executive, Medical Social Services

National University Polyclinics; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

A healthcare organization in Singapore is seeking an Administrative Support role to provide secretarial and administrative support to the Head of Department. The ideal candidate will manage the working calendar, schedule meetings, and maintain an efficient filing system. A diploma and good communication skills are required. Experience in healthcare or related fields is preferred.

Qualifications

• Good working knowledge in MS Office.
• Good communication skills, both written and spoken.
• Able to work efficiently and independently.

Responsibilities

• Manage the working calendar of the Head of Department.
• Liaise, follow-up, and update Head of Department about meetings.
• Set-up and maintain efficient filing system for the Department.

Skills

MS Office

Communication skills

Proactiveness

Meticulousness

Ability to work independently

Education

Diploma

Job description

Overview

Provide secretarial and administrative support to Head of Department, Senior Principal MSW, Principal MSW and perform liaison functions between Departments/Divisions.

Responsibilities

• Manage the working calendar of Head of Department by coordinating and scheduling meetings and other official engagements.
• Liaise, follow-up, update and remind Head of Department about meetings, official engagements and matters of importance from time to time.
• Set-up and maintain efficient and accessible filing system for the Department.
• Manage secretarial duty roster for Senior MSWs and MSWs.
• Arrange and coordinate meetings, including the booking of rooms.
• Track attendance and upload files for meetings.
• Compile information and data into reports.
• Maintain and follow-up statistical data.
• Facilitate event logistics and ensure event flow.
• Follow-up on quotations, Purchase Orders and service agreements with corporate partners.
• Raise billing requests to Finance when required.
• Keep track of Juronghealth Fund utilisation
• Submit Medication Assistance Fund (MAF) Plus applications to MAF Plus panel for approval.
• E-procure stationery for Department.
• Apply and prepare requests for IT passwords, name stamps, name cards, workstations and car park access etc.
• Liaise with vendors for quotations and deliveries.
• Process purchase requisition for purchases i.e. brochures and books etc.
• Process petty cash claims and other claims for Juronghealth Fund/ Long Term Assistance/ Patient Welfare Assistance funds.
• Manage outgoing and incoming mails.
• To facilitate and assist department in asset sighting exercise conducted by ITD team and 1FSS.
• Other assigned duties.

Requirements

• Diploma
• Good working knowledge in MS Office
• Good communication skills, both written and spoken
• Proactive, meticulous and possess initiative
• Able to work efficiently and independently
• Experience in healthcare, service-related industries or human resources preferred