Senior / Executive Assistant, Clinical Operations (Surgical)

Broad Function

To provide administrative, logistics and office support for the Clinical Operations Department 

Key Responsibilities and Duties

Specific

1. Provide secretarial support to Operations and/or Clinical Head of Department such as calendaring, scheduling of meetings, claims, overseas travel arrangements, etc
2. Provide administrative support to Department such as:
   • Coordination and collation of department information for record keeping and monitoring purposes e.g. staff training, certifications, vaccination records
   • Secretariat (writing notes of meetings, collation of slides for presentation) and logistics support for department meetings and events (team-bonding, etc)
   • Onboarding for department staff, both clinical and non-clinical staff e.g. arrangement for department passes and desks
   • Procurement of office supplies and support for IT and facility maintenance issues 
   • Raising of ePay and purchase requests of med equipment, surgical instruments and consumables to support go live readiness
   • Serve as a liaison with external parties and manage inter-hospital/external billings
   • Staff training claims
   • Maintain subscriptions and licenses and copyright purchases for the department
   • New office admin setup and coordination at future campus including receiving new equipment, handover of space, furniture, etc; shifting of office to new locations, etc 
   • Management and tracking of department assets and inventory such as shared EUC and display monitors
   • HR support to monitor staff deployment when undergoing immersion in host institutions
   • Rostering of doctors e.g. to upload of roster in Intranet
   • Assist with research-related administration for the department e.g. collate doctors’ research projects, submission.
   • Coordinate with Clinical Services to monitor and meet requirements for Supervision of conditionally registered medical staff (e.g. assignment and monitoring of assigned supervisors, submission of supervision reports etc.) and Accreditation & Credentialing process including renewals of BCLS/ACLS and other documentation requirements.
   • Maintain overall record-keeping for Continuing professional education (CPE) for doctors (including submission to SMC for CME points), in coordination with Clinical Services and L&D. 

General

Any other duties as assigned by the Reporting Officer

Job Requirements

• Preferred Diploma or GCE ‘A’ Levels with at least 2-4 years of related experience.
• Healthcare experience is preferred
• Able to multi-task and manage projects.
• Able to communicate effectively at all levels with good interpersonal skills.
• Proficiency in Microsoft Office essential
• Proficiency in data, with an analytical mind for process efficiency an advantage
• Possess a good command of the English language, both written and spoken.

Please be informed that only applications submitted through NHG Career Webpage (corp.nhg.com.sg/Careers), WHC Career Webpage (whc.sg/JoinUs), JobStreet Singapore (jobstreet.com.sg), Singapore Medical Association (sma.org.sg), Singapore Nurses Association (sna.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.