Executive Assistant, Community Care Operations

Institution: National Healthcare Group

Family Group: Administration

Executive Assistant, Population Health Campus - Community Care Operations

Job Summary

To provide administrative support to Community Operations and/or its specific projects / programmes, including direct support to Director/ Deputy Director/ Assistant Director.

Main Duties and Responsibilities

To provide general administrative support which encompasses the following, but not limited to:
- Processing petty cash claims and payment of invoices,
- Arrangement of internal and external meetings,
- Attending to enquiries via telephone calls and emails from internal and external sources,
- Performing transactions via EPIC system and SAP for purposes of patient registration, scheduling of appointments and billing,
- Coordinating day-to-day activities such as retrieval of case sheets via the EPIC system, supporting community outreach events and arrangements of follow-up appointments,
- Maintaining, coordinating and controlling office supplies as well as consumable items,
- Collecting, dispatching, and distribution of mail for the department/ project team,
- Maintenance of equipment asset list for the department/ project team.

To assist in the preparation of notes / materials for meetings.
To perform procurement of products and services, including sourcing for products/services, request quotations from suppliers, obtain approval for purchases in accordance to Population Health Campus’s procurement guidelines, processing purchase orders, ensure that products and services are delivered, and processing of invoices.
To perform data entry in relevant databases for the purposes of tracking service outcomes.
To support generation of routine operational and clinical indicators e.g. caseload numbers, quality indicators etc.
To establish and maintain common drives folders, and ensure relevant access.
To arrange for and assist in logistics preparation for community outreach events, including coordination of relevant follow-ups such as financial counselling.
To maintain the leave schedule and time-off roster tracking file for department/ project team.
To provide additional support to a managerial staff within the department for assigned tasks particular to the specific track.
To provide general administrative support to the department in the absence of the department’s EA/ Senior EA.
Any other ad-hoc matters as assigned by the Reporting Officer.

Job Requirements

1 year contract
Minimum Diploma holder with 1-2 years of relevant experience.

Independent.
Possess excellent interpersonal and communications skills.
Meticulous and organized.
Proficient in Microsoft Office applications (i.e. Word, Excel and PowerPoint).