Executive Assistant / Snr Executive Asst, Inpatient Operations

National University Hospital | Date Posted: 20-Oct-2018
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Job Nature:
Position Level:
Diploma, Bachelor's / Honours, Masters / PhD

Job Description

Job Purpose

  • To provide full spectrum of secretarial support to Head and his / her department.

Duties and Responsibilities

Major Duties (70%)

  • Manage the HOD calendar.
  • Coordinate meetings, book venues, collate agenda and arrange for catering requirements when necessary.
  • Provide procurement support for department (sourcing for quotation, raise ePAY and ePR, liaising with vendor/MMD for delivery of items)
  • Responsible for all department-issued equipment and manage posters in Inpatient wards.
  • Collate and prepare statistic reports, as and when needed.
  • Maintain filing system, manually or electronically in shared drive.
  • Mail-room duties.
  • Keep track of stationery budget and to ensure there are sufficient office supplies at all time.
  • Perform any other duties assigned by Reporting Officer.

Other Duties (30%)

  • Provide support for minor ward renovation/R&M works if needed.
  • Provide admin/operational support and co-ordination to units or projects, as assigned
  • Update Staff Record for Department and maintain staff’s personal files and confidential documents and collate yearly Learning Need Analysis (LNA).
  • Manage and coordinate overseas travel for Department. Coordinate various Department events.
  • Prepare new staff arrival – orientation file, laptop, phone lines, card access, IT access etc.
  • Cross-cover the duties of Executive Assistant / Senior Executive Assistant in his / her absence.

Job Requirements

  • Minimum Diploma, or equivalent
  • Minimum 3 years’ working experience.
  • Proficient with MS Word/Excel/Power Point/Outlook.
  • Good communicative and people skills.
  • Ability to work independently and as a team.
Company Overview
National University Hospital