Sr Executive Assistant / Assistant Manager, NCIS (Haematology-Oncology)

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

Job summary

A leading healthcare institution in Singapore is seeking a Senior Executive Assistant / Associate Executive to provide vital administrative and operational support within the Department of Haematology-Oncology. Responsibilities include coordinating departmental meetings, processing medical reports, and managing staff rosters. Candidates should have a minimum diploma and proficiency in MS Office applications. This role offers a dynamic environment with opportunities for personal and professional growth.

Qualifications

• Experience in clerical and administrative duties, preferably in healthcare.
• Positive, motivated, and able to perform under pressure.
• Has initiative and able to work independently.

Responsibilities

• Coordinate departmental and team meetings, including room bookings.
• Process and track medical reports to ensure timely completion.
• Coordinate staff rosters and track leave requests.

Skills

Customer service oriented

Proficient with MS Word

Good communicative skills

Ability to work independently

Good people skills

Education

Minimum Diploma holder

Tools

MS Word

MS Excel

PowerPoint

Outlook

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

The National University Cancer Institute, Singapore (NCIS) is a national specialist centre under the National University Health System (NUHS). It is the only public cancer centre in Singapore treating both paediatric and adult cancers in one facility.

The Senior Executive Asst / Associate Executive will be responsible to provide administrative and operational support for the Department of Haematology-Oncology. We are a unique department in the National University Cancer Institute of Singapore that houses three divisions – Medical Oncology, Haematology and Palliative Care. Please contact us if you’d like to be part of our team, providing holistic cancer care at a world-class national cancer centre.

Key Responsibilities

Primary Responsibilities

• Coordinate departmental and team meetings including room booking, blocking of schedules via calendar invites, and arrange for catering requirements when necessary
• Setting up and testing of videoconferencing equipment to ensure seamless virtual meetings and hybrid session
• Processing and tracking of medical reports, ensuring timely completion and accurate filing. This includes monitoring report turnaround times, following up on outstanding reports, and maintaining organised records for audit and reference purposes
• Coordinating staff rosters, ensuring adequate coverage across the department whilst accommodating leave requests and operational requirements. This includes tracking and processing leave requests and applications in myHR, updating roster schedules, and communicating changes to relevant team members promptly
• Raise e-Payment for bills and claims for the relevant teams, and fill up the relevant documents for reference or audit purposes
• Onboarding of new joinees including ID/IT access, setup of laptop/telephone, preparation of workstation including issuance of keys, brief office orientation
• Offboarding of resigned staff including management of the returned laptop and workstation keys
• Disseminate information via email or Teams, showcasing department activities including announcements and events
• Maintain the department name list, tracking incoming and outgoing doctors to ensure accurate and up-to-date records. As the administrator for the department's MS Teams chat, you will manage membership, ensure appropriate access, and facilitate effective team communication.
• Support and coordinate departmental educational activities including lectures, training sessions, workshops, and continuing medical education (CME) programmes. Maintain accurate records of staff attendance at educational activities, tracking participation for e-learning and climate survey requirements and departmental reporting
• Appointed IT representative keep track and update IT assets in the department
• Appointed welfare fund IC in the department to track utilization
• You may be asked to coordinate and manage doctors' personal calendars and schedules, including arranging appointments, blocking time for clinical duties, meetings, and personal commitments.
• Assist with all procurement for non-marcoms related items (for example, office items like photocopier, microwave, fridge, etc (if applicable), or catering for events, etc)
• To liaise with internal and external stakeholders to coordinate and consolidate publicity materials for department related events and programmes

Secondary Responsibilities

• Provide admin/operational support as required by Reporting Officer
• Cross-cover the duties of Executive Assistant / Senior Executive Assistant in his/her absence
• Approximately 20% of your duties will be assigned at the discretion of your Head of Department to support evolving departmental needs and priorities.

Key Requirements

• Minimum Diploma holder
• Proficient with MS Word/Excel/Power Point/Outlook
• Customer service oriented with good communicative and people skills.
• Ability to work independently and as a team
• Positive, motivated and able to perform under pressure.
• Has initiative and able to work independently.
• Experience in clerical and administrative duties (preferably in healthcare) will be preferred.

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.