Senior Secretary, Geriatric Medicine

Institution:  Khoo Teck Puat Hospital
Family Group:  Administration

STATEMENT OF PURPOSE

 

The Secretary/Senior Secretary is responsible to provide secretarial and administrative support to the Department of Geriatric Medicine and also function as a personal assistant to the HOD.

 

The Senior Secretary will take on the supervisory role in guiding the junior Administrative Assistant in department activities.

 

 

MAJOR DUTIES AND RESPONSIBILITIES

 

  1.  

SPECIFIC (80%)

 

 

 

 

HOD Level:

 

  • Manage HOD’s calendar and its logistics accurately
  • Assist HOD in the composition of documents, and maintenance of personal and department files and other confidential work, including minutes taking if necessary
  • Inform and remind HOD on matters of interest and importance
  • Review correspondences and ensure timeline of replies are punctual
  • Disseminate information from HOD to the department

 

 

 

DEPARTMENTAL Level:

 

  • Maintain proper records of staff database
  • Responsible for calendar of activities for professional development, HMS updates
  • Responsible for perm staff, new hire, visiting consultant related matters, not limited to requisition of IT access, personal possessions, TPM interview, LNA, claims, leave, etc
  • Responsible for rotating staff (e.g.: MOPEX, residents, senior residents, AST trainees, etc) posting related matters
  • Responsible for CME related matters
  • Responsible for department related matters and events

 

  • Responsible for attachment of students, visiting staff and fellows
  • Responsible for financial-related matters, not limited to E-payment, E-billing, E-sundries, claims, budgeting, department funds, etc

 

(B)

GENERAL (20%)

 

  • Establish and maintain good housekeeping in the department
  • Involve in hospital events with HOD’s permission
  • Liaise and work closely between departments, operations, vendors, and doctors
  • Embrace continuous improvement as our way of life
  • Perform other duties as assigned by HOD, Geriatric Medicine or his/her delegate

 

JOB REQUIREMENTS

(A) EDUCATION, TRAINING AND EXPERIENCE

• Minimum Diploma educational qualification with relevant secretarial experience

• Good knowledge of Microsoft Office

• Able to learn new skills as required by the organisation or department