Job Description

OverviewThe Administrative Assistant in the Department of Medicine will support the administrative functions department\'s daily operations. This is broadly categorized into the following specialized functions:

• Department Human Resource support
• Finance and Procurement
• IT and Facilities Management
• Undergraduate and Postgraduate Education Support
• General Administrative Work

He/She is expected to independently supports 3-4 divisions within the department. Together with the other administrative assistants, he/she will partner the departments\' ops, medical and nursing team to ensure the smooth running of the department and to provide the administrative support in the department\'s daily operations and work.Job ResponsibilitiesYou will be responsible in anchoring one or more of the following administrative functional areas:Department Human Resource Support

• Support Heads of Divisions in preparation of clinicians\' rosters.
• Manage sponsorships, workshop and seminar attendance for doctors;
• Maintain a registry of incoming and outgoing doctors, prepare testimonial letters, and maintain SMC supervisory database;
• Tracking of training and development matters for all doctors;
• Manage clinicians\' various leave applications to ensure minimum staffing level (e.g. for MCI);

Finance and Vendor-related matters

• Manage Clinical Training Funds;
• Manage department/division I/O accounts and track funds inflow and outflow for all divisions;
• Maintain a tracking database of clinical/specialist licenses, contracts, and claims;
• Manage transport/allowance/miscellaneous claims;
• Handle procurement matters; processing of invoices to pharmaceutical companies and external vendors.

IT and Facilities-related matters

• Manage department IT systems access.
• Manage IT inventory for NUH equipment such as computers, laptops, printers etc.
• Maintain office equipment, coordinate preventive maintenance and conduct replacement where appropriate.
• Render necessary IT support - raise ePAS, network, password, email-account, phones etc).
• Office-space management including fire warden duties.

General Administrative Work

• Organise division-specific clinical rounds, teaching sessions, seminars and workshops
• Manage calendars for Heads of Division.
• Handle department mail, follow up on MRO and patient-safety matters
• Office-supplies management (e.g. ordering of stamps, stationeries, name cards etc).
• Staff welfare initiatives (division retreat support, food-catering, maternity gifts, condolence wreaths etc)
• Organise and facilitate Departmental and Divisional events

Requirements

• Minimum GCE \xe2\x80\x9cO\xe2\x80\x9d Level Certification / Diploma holder
• Experience in clerical and administrative duties preferred.
• Good communication, presentation, writing and interpersonal skills.
• Good computer skills in Word, Excel and Power Point.
• Good analytical and organization skills
• Able to work independently.
• Ability to multi-task, work independently and deliver under tight timelines
• Self-driven & team player

National University Health System