Senior/Executive Assistant, Nursing Administration

Broad Function

Carry out administrative and operational duties for various nursing departments and provide administrative support to the Assistant Directors of Nursing (ADNs) in the planning and operation of Peri-operative Services, Medical/Surgical Wards, Outpatient Clinics and Ambulatory Services, Specialty Wards (e.g. ICU), and Infection Control over multiple hospitals/sites.

Key Roles & Responsibilities

Specific

1. Clinical Admin Support Team (CAST) - Provide administrative support and partnership to nurse leaders in clinical areas to enhance the level of clinical care to patients:
   1. Assist with the planning of department rosters and staff leave through operation of rostering software to ensure optimum staff numbers on duty
   2. Provide basic administrative and technical support of rostering software application to users
   3. Support nurse leaders in the submission and approval of shift claims on a monthly basis, ensure shift attendance records are accurate
   4. Maintain and organize department files and documents regularly, and seek to ensure all records are complete (both electronic and paper records)
   5. Ensure adequate office inventory by ordering supplies through the procurement portal
   6. Support nurse leaders with department data and statistics where required
   7. Represent the department to engage and liaise with other departments or external parties where required
   8. Provide logistical planning and support for department-related events where required

2. Support the ADNs in planning and operations of non-clinical areas including:

• 1. Strategic planning, organizational development, e.g. timely compilation and submission of regular department reports
  2. Manpower recruitment, deployment and staff engagement, e.g. nursing retreat, team building and nursing workshop, leave balloting
  3. Training and development, e.g. co-ordinate department staff training for internal/external course.
  4. Finance e.g. annual budgeting and track budget utilization
  5. Resource management
  6. Database management, e.g. maintain and submit staff training hours to Singapore Nursing Board (SNB).

3. Provide secretariat support for Department of Nursing Admin (DNA) and division meetings:

1. Provide administrative support to ADNs:

1. • Schedule and co-ordinate appointments, meetings and presentations
   • Prepare presentation materials for meeting
   • Record minutes and coordinate meeting follow-up
   • Inform/Remind HOD on important matters and timelines
   • Assist and follow up with workgroups on peri-operative planning

2. Provide administrative support for Nursing Division

1. • Maintain office stationery for the department.
   • Update and maintain departmental files such as KPIs, Policies, Work instruction, Orientation files etc.
   • Collaborate with other Nursing units on Divisional level activities as assigned e.g. open house for mass recruitment.
   • Collaborate with other Divisions/Departments on organizational level activities as assigned e.g. cross-department committees.

General

1. Co-ordinate and participate departmental activities
2. Precept and mentor junior staff. Induct and train new staff      

 Job Requirements

• Diploma or equivalent in any discipline
• Preferably with some administrative experience in healthcare
• Competent in Microsoft Office applications
• Strong communication and interpersonal skills
• Excellent organization and prioritization skills
• Resourceful, responsive and disciplined
• Able to work efficiently and independently
• Comfortable with working in clinical areas