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Senior / Executive Assistant, Allied Health Office

Institution:  Woodlands Health
Family Group:  Administration

The incumbent shall provide operational and administrative support to Head of Service, Lab Medicine and Pathology, Head, Clinical Laboratory and Ops/Admin staff in Laboratory Medicine and Pathology Services department.

 

Duties & Responsibilities

Secretariat Duties, Medical Affairs for Head of Service

  • Manage meeting schedule for the Head of Service, Lab Medicine and Pathology, and Head of Clinical Lab, including internal and external meetings.
  • Liaise with People & Organizational Development (P&OD) regarding courses (both overseas and local), honorarium, and claims for the Head of Service and clinical staff.
  • Coordinate with HR on staff benefits, including uniforms and collection of items such as NHG yearbooks and name stamps.
  • Organize and follow up on documentation for the Head of Service and Head of Clinical Laboratory.
  • Collaborate with HR on SMC matters, including updates to the SMC Supervisory Framework and doctor profiles.
  • Handle confidential information with discretion and professionalism.

Staff Matters

  • Manage clinical access for new staff and deactivate access for resigned staff in Electronic Process Automation System (EPAS).
  • Conduct inductions for new staff, schedule confirmations, and inform the Reporting Officer to submit Key Achievement Areas (KAA).
  • Distribute internal surveys to confirmed lab staff.
  • Facilitate off-boarding for resigned staff and submit clearance forms to HR

Learning Matters

  • Collaborate with the Training Officer and P&OD on laboratory staff courses and claims, including DS101, WH Orientation, CPR+AED, and overseas courses.
  • Coordinate with assigned Lab leads on book and online journal purchases.
  • Maintain updated staff records in the staff name list and initials list

Others

  • Seek approval from management for mobile subsidies for Phlebotomists.
  • Liaise with the welfare team on laboratory events funded by staff contributions.

Procurement Management

  • End-to-end process for procurement, including but not limited to:
    • Raising procurement requests via Ariba and processing payments through ePay.
    • Updating procurement requests in the master list.
  • Proactively liaising with MMD, Finance (SAP Approval), and the procurement team regarding errors or urgent requests.
  • Receive consumables and coordinate with lab staff for proper storage and maintenance of inventory.
  • Assist lab staff in matching vendor invoices to purchases/services and ensure compliance with procurement guidelines.
  • Follow up on goods receipts and submission of tax invoices to Finance.
  • Submit yearly accruals for financial year closing.
  • Assist in financial report submissions for the Clinical Laboratory: e.g.: Submit yearly accruals for financial year closing.
  • Control and maintain office and pantry supply utilization

Billing Management

  • Coordinate billing processes by collaborating with internal stakeholders on outstanding bill amendment reports.

Support the lab team in coordinating investigation reports for billing amendments.

  • Assist in raising payments for ad-hoc courier services and referral test billing.
  • Provide administrative support related to the National Billing System (NBS).

Administrative Management

  • Serve as a liaison between the laboratory and other departments, ensuring effective communication and collaboration.

Maintain and update laboratory records, databases, and filing systems.

  • Support Executive in the preparation of annual financial budgets.
  • Consolidate quality, training, and safety presentation materials.
  • Manage schedules for two laboratory meeting rooms.
  • Organize internal and external meetings for the lab and operations teams.
  • Support minute-taking for Laboratory Quality Meeting or any internal meetings, as requested by the Head, Laboratory Services.
  • Update the Laboratory Medicine organization chart monthly.
  • Coordinate with the Lab Information System Officer (LISO) on the laboratory’s IT inventory master list.
  • Verify mobile phone bills for standby phones and address any related issues.

Requirements

  • Diploma, or minimum 5 GCE “O” levels or equivalent.
  • Minimum 2 years of relevant experience.
  • Experience in healthcare or related industry preferred.
  • Knowledge of clinical laboratory operations and regulations is a plus.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent organizational skills and attention to detail.
  • Strong written and verbal communication skills.
  • Ability to work independently and prioritize tasks effectively.

Please be informed that only application submitted through NHG Career Webpage (corp.nhg.com.sg/Careers), Jobstreet Singapore (jobstreet.com.sg), Singapore Medical Association (sma.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.

 

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