Executive Asst
RESPONSIBILITIES
An Executive Assistant (EA) is expected to perform all of the following areas of Dental HQ and clinic administrative functions and reports to HQ Dental Director / Assistant Director, Dental Services:
Clinic Operations
- Support clinics operations by raising procurement, manage the Thermoluminescent Dosimeter (TLD) tags exchange, onboard new hires and other admin matters.
Equipment/Licences purchase and maintenance
- Oversee and maintain equipment records, licenses and asset/maintenance stickers to ensure timely procurement, commissioning, maintenance, servicing, and condemnation.
Training
- Prepare and manage training materials, tracks and records training hours and handles logistics for the trainings.
Assist in DOPEX changeover (Dental Officers posting) every 6-monthly and administration of TLD Tags
- Organise the Dopex changeover to ensure smooth onboarding and offboarding of dental officers, assist with HR/training matters and orientation.
Coordination of World Oral Health Day
- Assist with World Oral Health Day celebratory event logistic matters.
HQ Operations
- Support HQ on feedback cases, procurement, reports, updating of intranet and other admin matters.
Arrange meetings and record meeting minutes
- Facilitate meeting arrangements and recording of minutes.
Ongoing Service and Quality Assurance and Improvement
- Manage the department document library to ensure timely updating and seek concurrence from other departments when needed.
Support for audits
- Assist with the preparatory works for audits (e.g. updating of checklists, checking on equipment licences/PM stickers) and follow-up actions.
Management of Key Management System and Digital Attendance Records
- Manage the attendance and keys tagging records system to onboard and offboard staff and ensure smooth running of the system.
Calendar Management
- Manage calendars of Director and Assistant Director.
Leave and Transport Claims Management
- Assist the Director in leave approval and transport claims submission.
Preparation of financial oversight ie open codes.
Conduct lab supplier survey yearly and renew when needed.
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