Job Description

Tan Tock Seng Hospital (TTSH)
Executive Assistant, CRIO

JOB SUMMARY
Provide a day-to-day administrative and operational assistance to the executives, managers and other research professionals in Clinical Research & Innovation Office. This may involve:
Scheduling management
Office Management
Communication Liaison
Research Services Support
Management of student attachment, external staff, visiting research consultants, John Hopkins Registries and NNI Registries.
Supporting agreement team in allocation of agreements for review and collation of signatories
MAIN DUTIES AND RESPONSIBILITIES
SPECIFIC
Scheduling management
Responsible for scheduling if needed. This may include setting up travel, meetings, and other appointments for the executives, managers and directors
Office Management
Oversee on boarding and off boarding for staff
Ensure that everything is in place for the office to function smoothly
Keep up with office supply inventory and provide support to negotiate leases and purchasing of office equipment
Co-ordination of Invoices and support various purchasing activities for the department
Communication Liaison
Main point of contact for CRIO and direct managing of the CRIO mailboxes
Disseminate research newsletter which include news on grants, training etc to TTSH research community
Update the intranet as appropriate
Research Support Services
Assist in the creation of files for contracts. Responsible in assigning contracts for reviews and negotiations.
Assist in the maintenance of the Clinical Research Database, Publication Database and Agreement and Contracts Database.
Assists in answering phone calls, common emails and enquiries pertaining to research.
Maintain the Inventory of Assets and TTSH Research Equipments
Provide logistical and administrative support - petty-cash, cheque requisition, ordering of stationeries, booking of meeting rooms, setting up meeting rooms, purchase requests, mails etc
Write minutes for CRIO meeting and CRIO Admin Meeting.
Collation of information for various CRIO reporting and surveys
Student Attachment / Visiting Research Consultant / External Researcher & Support Staff
Assist manager in processing the student attachment request application, the visiting research consultant scheme and external staff access to TTSH.
Maintain the files and documentation.
Maintain the database.
Ensure that progress and feedback form are completed. Collate feedback.
Ensure that appointment terms are extended as necessary, without any lapse.
Process Improvement
To have a mindset in improving administrative processes in CRIO to promote operational efficiency and productivity
GENERAL
Any other duties as assigned by the Supervisor / Head of Department.
Cross coverage of other Executive Assistants whenever needed
Participate in the Hospital's quality improvement activities
JOB REQUIREMENTS
Possess standard office skills: telephone etiquette, knowledge of computer software especially email, minutes-recording, meeting arrangement and facilities booking.
Proficient in MS office applications - Word, Excel, Powerpoint
Have a good organizing and team skills.
Possess good problem-solving skills.
Excellent verbal and written skills.
Relevant 1-2 years' experience in clinical research and clinical trials setting preferred but not compulsory.
Have a keen interest in research.
Job Family
Administration
Employment Type
Contract Full-Time
Working Location
Novena (Central)
Working Hours
Non-Shift
Education Level
Diploma