Senior/Executive Assistant (1-year contract)

Responsibilities: 

SPECIFIC

1. Assist in the day-to-day administration and co-ordination of medical matters with NHG/MOH/SMC and Clinical Departments on letters, policies, guidelines, etc.
2. Liaise with MOH/NHG, SMC and Clinical Departments regarding issues on circulars, correspondences, nominations and feedbacks.
3. Follow up the renewal contract date and preparation of renewal letters for the doctors.
4. Maintain personal files of doctors.
5. Process letters on new locum doctors upon approval from Clinical Heads/ Divisional Chairmen/Chairman, Medical Board. Maintain files / certificates / documents and issue orientation letters to new locum doctors and enrol them to access eOrientation.
6. Primary source verification of qualifications with Universities for locum doctors.
7. Assist in promotion preparation (Data information, reports, promotion panel recommendation forms and photocopying materials for the Promotion Panel).
8. Liaise with Clinical Department PAs on SMC Annex C Letter of Undertaking (Supervisory Framework for Conditionally & Temporarily registered doctors) for onward submission to SMC.
9. Monitoring and reminding of SMC assessment reports to be completed by the Supervisors, Clinical Heads and CMB for online submission to SMC, as SMC requires 3 monthly, 6 monthly and end of term assessment reports.
10. Assist in keying and changing Supervisors Information in the SMC's Portal for Assessment Report to be triggered. Submit Assessment Reports on a daily basis after Supervisors' completion and PDF SMC assessment reports after CMB completed submission to SMC.
11. Create CorpPass account for TTSH employed doctors and Clinical Department PAs to grant access to E-services portal on Ad-Hoc basis and terminate the CorpPass account when resigned from TTSH.
12. Update Monthly Blood Sampling and Cultures from PICC Line in CLIP report and upload the information on the Intranet
13. Update of Accredited Clinicians to perform CVC Insertion and upload onto Intranet.
14. Raise IT & Facilities Request to create Medical Affairs New Staff ID, Access to Shared Folders, e­ mail grouping, add new user to the existing e-mail grouping etc. Bring new staff to collect new pin­ mailer and staff access card at the designated office
15. Update record on annual leave, medical leave for Medical Affairs Staff on google calendar.
16. Raise CER to purchase goods and order stationeries for department usage
17. Assist in organising Ad-hoc meetings, Clinical Boards Meeting and Clinical Heads Meetings - Booking and preparation of rooms, cater for food, drinks, manpower assistance etc.
18. Assist in Verification Fixed Assets Exercise under Department cost centre and physical check of the department computers, projector, etc.
19. Assist in letters on Hospital Committees, Provision of Patient Care (Registrar grade and below). Download new terms and reference of Hospital Committees on the Intranet.
20. Attend to enquiries (telephone and e-mails), follow up on actions (internal and external), mails run and arrange for doctor lounge biscuits one week per month.
21. Remind doctors and personal assistants on the submissions of NHG/MOH matters and meetings that are being scheduled

General

1. Typing, scanning, photocopying departmental correspondence, reports, appointment letters etc.
2. Assist Chairman Medical Board, Head Medical Affairs and Manager Medical Affairs on ad-hoc urgent duties and documents to be delivered by hand.
3. Any other duties as assigned by the Supervisor/ Head of Department.

Requirement:

• GCE 'O' lvl
• 2 years' experience preferred