Senior Associate Executive, Allied Health (NTFGH/JCH)

Job Description

• Secretarial Support to Directors, Managers and Heads of Department
• Manage the working calendar of Snr/Deputy/Senior Assistant/Assistant/ Directors and Heads of Department by coordinating and scheduling meetings and other official engagements.
• Follow-up, update and remind Snr/Deputy/Senior Assistant/Assistant/ Directors and Heads 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 Division/Department.
• Prepare necessary materials and slides for Division/ Department meetings.
• Record minutes/take notes of Division/Department meetings.
• Support administrative duties related to patient services.
• Administrative Support for Division and Departments
• Arrange and coordinate meetings, including the booking of rooms.
• Track attendance and upload files for meetings.
• Coordinate and manage Department Roster and HMS Roster Entry.
• Compile information and data into reports.
• Maintain and follow-up statistical data and ensure that data is properly stored in system, including uploading of training records into the learning management system.
• Coordinate events, programmes and talks, workshops and symposiums etc. for the Division/Department.
• 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.
• Maintain inventory of books/brochures/programme materials.
• Promote and implement process improvement in area of work.
• Office Administration
• E-procure stationeries for Division/Departments.
• 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 Directors and Division/Department staff.
• Manage outgoing and incoming mails.
• IT- Liaise with IBM Team on stock-take date and ensure that Division/Departments complete stock-take.
• Other assigned duties.

Job Requirements

• Diploma or equivalent qualification
• 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