Executive Assistant, Clinical Ops (Pre-Hospital)

1. JOB PURPOSE

Together with a team of dedicated healthcare workers, we aim to deliver the highest standard of care to our patients, with professionalism and empathy.

As a (Senior) Executive Assistant, you will work very closely with the Head of Department and doctors, patient care staff and other team members to provide administrative support for a safe and efficient operations of the department.

2. MAJOR DUTIES & RESPONSIBILITIES

Specific

As a (Senior) Executive Assistant, you will be assisting in at least one of the following tasks:

1. Admin support to HOD

1. 1. Provide administrative support to Clinical and/or Ops Head of Department e.g. calendaring and meeting scheduling.

2. Admin support for the operations of the facility

1. 1. 1. Update, maintain and publish relevant rosters
      2. Secretariat support for meetings e.g. booking of the rooms, setting up of projectors etc.
      3. Maintain overall record-keeping for staff e.g. Mask fitting and vaccination records, mandatory training by all staff
      4. On and off boarding of staff, e.g. application for IT access, arranging for uniform, desks assignment, arranging for orientation etc.
      5. Verify attendance, claims records of staff; process various type of claims based on HR’s claims e.g. transport, conference, shift allowances etc.
      6. Source and purchase items for the operations of the facilities e.g. stationery, furniture etc.
      7. Assist in raising purchase request, cooordinate delivery of consumables and installation for complex procurement.

3. Department Secretary for Emergency Medicine

• 1. 1. Coordinate with Clinical Services to monitor the compliance to the requirements for
• Supervision of conditionally registered medical staff (e.g. assignment and monitoring of assigned supervisors, submission of supervision reports etc.)
• Accreditation & Credentialing process including renewals of BCLS/ACLS and other documentation requirements.
• Doctors’ BCLS/ACLS and other required renewals/certification for practice
  1. 2. Continuing professional education (CPE) for doctors (including submission to SMC for CME points), in coordination with Clinical Services and L&D.
     3. Administrative and documentation requirements for compliance to practice standards as assigned by department head, e.g. the collation of Mortality & Morbidity forms for reporting.
     4. Serve as a liaison with external parties and manage inter-hospital/external billings for the department in the following:
• Doctors’ teaching sessions, court attendances etc
• Maintain subscriptions and licenses and copyright purchases for the department
• Invoices for support services from vendors/other institutions
  1. 5. Assist with research-related administration for the department e.g. collate doctors’ research projects, submission.

REQUIREMENT

1. Preferred Diploma or GCE ‘A’ Levels with at least 4-6 years of related experience.
2. Healthcare experience is preferred

ATTRIBUTES 

1. Able to multi-task and manage projects.
2. Able to communicate effectively at all levels with good interpersonal skills.
3. Proficiency in Microsoft Office is critical essential
4. Proficiency in data, with an analytical mind for process efficiency an advantage
5. Possess a good command of the English language, both written and spoken.