Executive Assistant, Clinical Operations (Surgical)

Broad Function

To provides administrative support for Clinical Ops (Integrated Care), ensuring the division’s day-to-day operational needs are well taken of. He/She plans for meetings, manages the division’s office facilities, fixed assets, supplies, electronic mailing list and physical mailers, as well as in-processing and onboarding of new staff, as well as out-processing of departing staff.

Key Responsibilities and Duties

Specific

• Personal Assistance to Divisional Chair and Clinical HODs
• Plan, schedule and coordinate meetings/appointments with multiple representatives from various internal and external institutions / organisations.
• Ensure the logistics of the meetings are in place e.g. booking of meeting rooms, set up of projectors etc.
• Prepare meeting materials, distribute meeting agendas related documents and provide secretariat support, when necessary
• Accurate and timely management and updating of Div Chair and Clinical HODs’ calendars
• Assist Div Chair and Clinical HODs to submit conference/business trips application for approval, manage travel plans
• Assist Div Chair and Clinical HODs to prepare conference/travel files and itinerary; complete submission claims for overseas travel and corporate expenses
• Maintain the filing system and records and ensure timely retrieval of such files and records as and when required.

Departmental support to:

• Coordinate for core strategic meetings/regular department meetings and provide secretariat support such as agenda collation, minutes taking and drafting of slides, when required.
• Support on-boarding and off-boarding of staff, including the raising of job requests, mobile phone reimbursement applications, electronic mailing list and physical mailers.
• Manage office facilities, stationery supplies, computer peripherals, name stamp and name card orders
• Ensure collection and distribution of letters and publications delivered 
• Assist with the management and tracking of the department’s fixed assets (e.g. laptops), ranging from purchase of replacement laptops to oversee the transfer, condemnation and proper disposal of old laptops/external hard disk to updating of department records regularly, as well as to provide support in WH’s fixed asset verification exercise. 
• Assist with preparation and implementation of department events, workshops and trainings.

General

• Coverage for other administrative duties during the absence of colleagues.
• Other general office administrative duties of the department, as assigned.

Job Requirements

• Preferred Diploma or GCE ‘A’ Levels or equivalent with at least 2-4 years of working experience preferred
• Customer-facing experience in healthcare setting will be advantageous
• Able to multi-task and manage projects.
• Able to communicate effectively at all levels with good interpersonal skills.
• Enjoy working in a fast paced and dynamic environment both independently and as a team player
• Proficiency in Microsoft Office tools - Microsoft Excel, Word and Powerpoint
• Possess a good command of the English language, both written and spoken.

Please be informed that only applications submitted through NHG Career Webpage (corp.nhg.com.sg/Careers), WHC Career Webpage (whc.sg/JoinUs), JobStreet Singapore (jobstreet.com.sg), Singapore Medical Association (sma.org.sg), Singapore Nurses Association (sna.org.sg), MyCareersFuture.sg, LinkedIn and WHC appointed recruitment agencies will be considered. If you are accessing this job posting from another recruitment channel, please visit the official channels mentioned above.