Executive Assistant/ Senior Executive Assistant - SSS

National University Hospital | Date Posted: 14-Jul-2018
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Job Nature:
Position Level:
Entry Level
Diploma, Bachelor's / Honours, Masters / PhD

Job Description

Job Purpose
To provide operational and administrative support to the Clinical Head, Anaesthesia in audit-related work and other assigned areas.
Duties and Responsibilities

Cardiac Anaesthetic Audit System
  • Maintain cardiac audit for machine to convert scanned hardcopies of audit forms to editable versions via scanner system
  • design form template
  • scan audit forms and export to excel
  • Collect images from cardiac patient cases and ensure images from echocardiography system, IE33 are downloaded via software in computer within Anaesthesia department for retrieval
  • Ensure supply of non-rewritable CDs in OT for Cardiac Anaesthetists
  • Ensure replacement set of cardiac audit forms weekly, in folder next to the TEE ultrasound machine
  • Submit collected data of mortality rate from post-op cardiac care to Medical Affairs quarterly (i.e. cases from Main Building, Cardiac ORs)

Non-operative Room Anaesthesia
  • Confirmation of Out of OT remote appointments (i.e. elective lists in OOTS).
  1. Based on listed elective cases, to liaise with requesting department and vice versa in the event of any cancellations
  2. To inform Anaesthesia coordinator directly to cancel listed remote GA in OOTS.
  • Manage remote workload audit.
  1. Audit Out of OT remote workload cancellation
  2. Frequency of cancellation and reasons for cancellation
  3. Audit Out of OT remote workload report
  4. Time taken for procedure (e.g. duration, start and end time, etc).
Pain Audit
  • Collection of filled Acute Pain Service Review forms for audit
  • Track and ensure compliance to fill up audit forms of Pain review
  • Gather and interpret relevant data from collected audit forms
MO Orientation/Training
(a)      Liaise with doctor in-charge to coordinate the following:
  • Assignment of buddies to MO
  • Monitor and coordinate completion of buddy checklists, anaesthesia machine checklists, core skills checklists
  • Manage roster allocation and attendance for After-Hours Training
  • Arrange and confirm quarterly lectures
  • Follow up with attendances indicated in the orientation teaching schedule for proof of training hours fulfilled for the residents rotated in (Note: Online lectures are not counted towards total residency training hours)
  • Prepare assessment sheets and collate tests 3rd-4th week into orientation
  • Update and maintain master score sheet
  • Collate all procedure documentation
Stock take for NUH Teaching Equipment/ Assets
  • Track and maintain asset records (i.e. Asset tag, serial no., date of purchase, etc) of teaching equipment of department
  • Monitor check in/ check out of any teaching equipment used
  • Maintenance of the equipment assets (i.e. ensure regular preventative maintenance)
  • Liaise with vendor, process and keep records of loan agreements for loan/ trial of teaching equipment
  • Collect any feedbacks from usage of teaching equipment
  • Liaise with vendor to troubleshoot and coordinate with BME for equipment repair
Job Requirements

Skills and Knowledge

  • Good co-ordination, interpersonal and communication skills
  • Proficient in Microsoft Office applications e.g. Mircosoft Word / Excel / Powerpoint
Personal Traits
  • Positive, pro-active, self-motivated with “can-do" attitude
  • Ability to multi-task and work independently as well as in a team
  • Service oriented and customer focused
Educational Background
  • Diploma from a recognised institution
Company Overview
National University Hospital