Senior / Executive Assistant (Bed Management Unit)

Main Duties & Responsibilities

• Ensure smooth operations of inpatient wards together with BMU executive/manager.
• Plan and manage staff deployment, rostering, handling staff disputes, identifying their training needs, conducting onboarding/orientation, appraisal and audits.
• Escalate cases in a timely and appropriate manner
• Handle feedback and complaints, difficult situations, drafting of replies, as required
• Manage Department email and execute the necessary follow up
• Be a role model and ensure staff compliance for service and grooming standards
• Ensure staff’s compliance to department’s workflow and processes
• Support BMU executive/Manager to conduct roll-calls to inform PSAs of new or updated workflows/policies.
• Manage a team of Patient Service Associates and lead the team to work towards achieving department KPIs
• Responsible for providing all bed allocation requests and services on a timely manner via bed booking system
• Perform bed allocation duties, complying to a set of rules and priorities levels as established by the hospital, and assignment of beds to patients shall be in accordance to patients’ needs and choice where possible.
• Able to identify potential bed tight situation and activate bed tight measures.
• Coordinate patient movement with wards and other departments based on bed status if required.
• Answer phone calls on bed enquires and respond to or follow up on bed/transfer requests and ambulance arrangement.
• Assist in preparation of management reports and provide statistics as and when required.
• Coordinate and liaise with various parties to arrange ambulance transfer and ensure any special requirements are communicated correctly.
• Assist in collating statistics of bed request and ambulance transfers
• Assist on phone, email or fax enquires
• Assist in preparation of materials related to bed planning and ambulance services
• Monitor, maintain and manage inventories in BMU office and put up to request to top them up when stocks run low
• Responsible putting up Purchase Requisition requests in SAP MM (or relevant procurement system). Includes, obtaining approvals, follow through with delivery dates, receiving and listing it into BMU inventory.
• Provide department administrative support where required
• Involve and engaged in ad-hoc projects

Requirements

• GCE ‘N’ or ‘O’ level, Professionals Certificate/NITEC with at least 8 years of relevant experience
• Possess basic workplace English and other local languages (s) and numeracy including conversational, writing making electronic entries e.g. record information on forms, charts and checklists.
• Proficient in Microsoft Office and experience in frontline customer service.
• Working experience in health care industry will be an advantage.
• Able to work 12 hour rotating shifts, including night, weekends and public holidays

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.