Responsibilities:

• Manage calendar and claims for Director, PCT
• Provide logistic support for meetings (both Face-to-Face and Virtual)  or department events
  • Coordinate meeting dates
  • Book and set up meeting venues including Zoom meetings
  • Inform attendees of meeting details
  • Arrange for catering and process claims (if needed)
• Provide secretariat support for department-level meetings
  • Coordinate meeting agenda
  • Write and disseminate minutes
  • Follow up on matters arising
  • Administrative Support
• Manage mail
  • Collect, sort and distribute incoming mail, faxes and circulars
  • Dispatch outgoing mail, e.g. pamphlets, notices, letters, circulars and publications to polyclinics / doctors through mail room
  • Scan and/or file essential correspondences
  • Maintain department’s mailbox
• Maintain department records
  • Maintain the filing of medical sick leave, transport claims, reimbursement and meeting minutes
  • Maintain record of department expenses and monitor budget utilisation
  • Maintain fixed assets records
  • Support housekeeping of department’s shared folders
• Department’s representative to update Human Resource and Nursing Department on Covid-related and  vaccination matters such as Work from Home schedule etc.
• Facilitate onboarding of new staff and clearance of  exiting staff (e.g. prepare a workstation, applying for access to IT systems etc)
• Coordinate department’s registration for events (e.g. conferences, courses)
• Maintain department stationery supply
• Process purchases and payments for the department
• Assist in preparation for yearly budget & tracking of department expenses

Requirements

• A level or Diploma holder with minimum 2 years of relevant working experience
• Proficient with Microsoft Office applications