Associate Executive

1.     JOB PURPOSE

The Associate Executive, working under the guidance of the Manager, plays a crucial role in providing day-to-day support to the residents, faculty and staff in matters related to resident intake, on-boarding, off-boarding, rotations and deployment, records keeping and maintenance, leave of absence, disciplinary and appeals, promotion, training completion and employment.

2.     JOB DESCRIPTION

The Associate Executive is responsible for:

• Administering the NHG Overseas Conference Sponsorships end-to-end process from call for applications through to reimbursement, including screening of applications, coordinating the approval, results announcement, and facilitating reimbursement
• Supporting Residents’ on-boarding and off-boarding, including distribution and collection of training agreements, collation of COI declarations, and application / cancellation of staff passes, access cards, name tags, parking access and IT access
• Assisting with timely and accurate reporting of Residents’ data to MOHH and training institutions Assisting with maintaining Residents’ records (past and present) in databases and ensuring the accuracy, integrity and confidentiality of such records.
• Providing general administration assistance to Residents, such as traineeship certification to support Residents’ and Senior Residents’ applications for childcare services, conference registrations.

The Associate Executive is also expected to participate in assigned initiatives and projects to achieve the institution's vision, mission and strategic objectives.

3. JOB REQUIREMENTS

Education/Training/Experience

• Diploma with at least 2 years of administrative experience
• Prior work experience in educational institution or healthcare setting would be advantageous
• Proficient in Microsoft office applications, with practical Excel skills (e.g. using formulas and functions for data management)

Personal Attributes

• Possess good interpersonal and communication skills (both spoken and written)
• Meticulous, with strong administrative, organizational and coordination abilities
• Able to multi-task and work independently in a fast-paced and dynamic environment