Sr Exec Asst/Assoc Exec - Allied Health & Pharm Ops (Dietetics) 2yr Contract

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

Job summary

A leading hospital in Singapore is seeking an Associate/Senior Executive Assistant to provide administrative and operational support to the Head of Dietetics. The role includes managing monthly reports, organizing documents, and coordinating onboarding processes for staff. Ideal candidates are proficient in MS Office and have strong communication skills. This position offers a unique opportunity to contribute to a team dedicated to transforming lives through quality healthcare.

Qualifications

• Able to work with other healthcare professionals.
• Able to follow directions and work respectfully with individuals and groups from different cultures.

Responsibilities

• Manage monthly reporting of department productivity rates.
• Organize and maintain an efficient filing system for various documents.
• Handle onboarding and offboarding processes for staff and students.

Skills

Proficient in MS Word

Proficient in Excel

Proficient in PowerPoint

Good communication skills

Interpersonal skills

Job description

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

Associate/Senior Executive Assistant plays a pivotal role in providing administrative and operations support to Head, Dietetics.

Duties and Responsibilities

Primary Responsibilities and Duties

• Managing monthly reporting of department productivity rates
• Monthly reporting and record keeping of telehealth and Carehub consults
• Updating daily absentism numbers to ensure adequate clinic and ward coverages
• Organize and maintain an efficient and effective filing system for various documents including:
  • BCLS
  • Hand Hygiene Pledge, PPE and Mask Fitting Form
  • Dietitian appearance in newspaper/radio/magazine
  • Proof of completion of e-learning modules
• Sending and collection of mails and corporate gifts from HR department.
• Maintain and update department staff list, common email, ID security access and staff records in the Rooster system for department personnel.
• Initiate and process e-condemnation or asset transfer requests for equipment as needed.
• Coordinate all matters related to renewal of licenses/subscriptions for equipment.
• Record and submit AHP (Allied Health Professionals) training hours into myHR system
• Act as the administrator for room booking requests, Corp pass access and e-services assigned.
• Attend departmental meetings and take minutes as required
• Handle financial matters for the department's cost centre
• Serve as e-pay verifier for departmental transactions

Equipment and Supply Management

• Assist in the preparation and submission of forms for the acquisition of consumables and receiving of equipment.
• Main recipient of delivery orders from MMD and external vendors
• Follow up on annual CAPEX and support OPEX procurement, including consumables, patient rations, patient handouts, and staff pantry items.
• Sort and distribute office supplies, pantry items and patient rations across the various dietetics centers in main building and medical centre.
• Checking expired products in fridge every Friday
• Maintaining equipment with regular servicing eg air purifiers, water dispensers

IT Administration

• Serve as the primary point of contact for IT and ID requests for staff, students and interns
• Manage and coordinate IT equipment leasing, asset sighting and replacement processes

Onboarding/Offboarding

• Handle onboarding and offboarding processes for staff and students from Dietetics department
• This includes tasks related to ID, IT requests, and e-pay payment setup

Secondary Administrative Duties

• Monitor, control and review expenditure on staff, supplies, equipment and services for effective financial management
• Co-ordinate claims requests and claims collection for the department.
• Assist in the preparation of quarterly operating budget utilization report.
• Oversee the security of the department’s keypress.
• Update and tidy the department notice board.
• Any other tasks as assigned by the Reporting Officer

Key Requirements

• Proficient in MS Word, Excel, PowerPoint
• Able to work with other healthcare professionals.
• Able to follow directions and work respectfully with individuals and groups from different cultures
• Good communication and interpersonal skills.