Sr Executive Asst

JOB TITLE: Executive Assistant /  Snr Executive Assistant 

JOB CLASSIFICATION: Exempt 

DEPARTMENT/SECTION: Community Care Operations 

JOB GRADE: JG 8 - 10

STATEMENT OF PURPOSE 

The Executive Assistant / Snr Executive Assistant, Community Care Ops will assist the Senior Executive / Assistant Manager / Manager to provide administrative support for the various operating unit(s)/area(s) of the department: Examples of operating unit(s)/area(s) include (but are not limited) to: (a) sector-based programme development, (b) zonal operations, (c) clinical and service operations.

(A) MAJOR DUTIES AND RESPONSIBILITIES SPECIFIC (80%) 

Clinical and Service Operations: 

• Work closely with community Multi-Disciplinary Teams (MDT) and partners to follow-up and support resident/patient/patient’s next-of-kin who have been referred to community programmes.  
• Plan the community MDT’s rosters and calendars for beyond office hours’ duty, triage duty, MDT case discussions, scheduling of patients’ appointments for home visit and/or tele-consultation, pandemic outbreak planning etc. 
• Manage referrals from community partners, clinical departments and/or other healthcare organisations, including manning of telephone lines and emails. 
• Perform checks and update patient means-testing status, and submission of financial schemes/assistance applications for patient billing/subsidy claim processing. 
• Use of various IT systems to manage patients’ journey where necessary (e.g. scheduling and appointments, billing). 
• Support health programmes through campaigns, road shows, product/service launches, screening events, including administrative & logistical support and post-event follow-ups (e.g. telephonic follow ups and appointment bookings).  

Other Administrative Functions: 

• Procure, track and manage the department consumables inventory stock, medical equipment, other assets listings and maintenance, and resources required by MDT and or other department programmes or projects. 
• Support the development of relevant workflows, processes and work documents for e.g. work instructions, guidelines and relevant forms  
• Support the collation of data/statistics for tracking, analysis and reporting purposes, including generating routine indicators where necessary.  
• Provide administrative support to all programme related meetings / training sessions, which includes coordinating, scheduling meetings, basic minutes writing, and room booking & set-ups. 
• Perform ad-hoc duties as and when assigned/required such as petty cash claims, management of office supplies, mail management and maintenance of common drives. 

(B) GENERAL (20%) 

• Conducts all activities with the highest standards of integrity, professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting NHG’s corporate integrity efforts and to uphold NHG’s corporate reputation by acting in an ethical and appropriate manner, reporting known or suspected violations of applicable rules, and cooperating fully with all organizational investigations and proceedings.
• Builds and maintains harmonious working relationships and good teamwork among colleagues and external stakeholders.
• Perform ad-hoc duties as and when assigned/required. 

ORGANISATION RELATIONSHIP 

(SUPERVISOR): Senior Exec / Assistant Manager / Manager 

(JOB HOLDER): Snr Exec Asst/ Exec Asst 

(SUBORDINDATES): Nil 

JOB REQUIREMENTS 

Education / Training / Experience 

• Diploma holder/GCE ‘A’ Level or equivalent with minimally 1 to 2 years of working experience preferred. 
• Customer-facing experience in healthcare setting will be an advantage. 

Attributes  

• Able to communicate fluently in English and Mandarin or Bahasa Melayu. Proficiency in dialect/third language is an advantage. 

ABNORMAL PHYSICAL WORKING CONDITION 

• Staff may required to work beyond normal office hours, including weekends and public holidays as and when necessary.