Executive Asst, Medical Education Office

JOB SUMMARY
Your main duties will involve liaison and coordination, logistics and administrative support, data collation and analysis, statistical reports generation for the various medical training and educational programmes for local and international medical graduates, administer and manage the funds for MEO and other clinical departments’ education grants.
You will be also involved in the administrative duties in the medical education office.
You will work closely with internal and external stakeholders to continuously support of department operations and services, improvement and strengthening of the department operations and processes, to facilitate data organization and seamless information exchange.

MAIN DUTIES AND RESPONSIBILITIES
SPECIFIC
• Plan, liaise, coordinate, facilitate and provide logistics and administrative supports to various medical training programmes, for local and international medical graduates, which are hosted or co-run by MEO department.
• Manage clinical departments’ education grant funds and submit reports to Heads of Department of MEO and various clinical departments on periodic basis.
• Work closely with internal and external stakeholders to collect, process, analyze and generate reports on clinicians’ learning curriculum needs data, clinicians’ performance review and end of rotation feedback, on periodic basis.
• Work closely with team members on processing the international clinical fellowship applications, inclusive of resource logistics and budget planning.
• Main liaison point with IT office, in-charge of IT fixed assets within department and be involved in twice yearly IT fixed assets verification exercise.
• Provide support on Hospital Monthly Conference hosted by department.
• Be involved in policies, standard operating procedures and all governance documentations, making sure that information is up-to-date, stored securely and easily retrievable for reference.
• Assist the supervisor or Head of Department on yearly and adhoc budget and resource planning.
• Assist the supervisor or Head of Department to collate information and generate accurate statistical reports on a periodic and ad-hoc basis to inform decision making.
• Work with the supervisor, internal and external stakeholders, to identify and resolve concerns and issues that arise within the department.
• Identify, develop and implement new work processes within the department, to facilitate the transition of the work processes that leverage on IT.

GENERAL
• Perform duties as requested by the supervisor or Head of Department.
• Provide prompt feedback to the supervisor in anticipation of work related concerns and issues.

JOB REQUIREMENTS
(A) EDUCATION, TRAINING AND EXPERIENCE
• Diploma holder or equivalent with minimum 3 years of relevant experience.
• Experience in training programme delivery and healthcare administration would be an added advantage.
• Knowledge in information literacy via various modes including e-Learning would be an added advantage.
• Proficiency in working with Microsoft office in particular Word, Excel and Powerpoint
• Good written and verbal communication skills.
• Ability to multi-task, organize and establish priorities, and perform under pressure.
• Team player with flexible and willing attitude, able to navigate and manage team dynamics are essential skills.
• Strong interpersonal, pro-active, self-motivated and resourceful.