Job Description

Overview:
The (Senior) Executive Assistant / Associate Executive is to provide the main administrative support for the department.
Duties & Responsibilities:
Primary Responsibilities:

• Administrative functions including, but not limited to, performing typing, faxing, sorting, filing, scanning, photocopying and recording of documents and forms.
• Logistical functions including, but not limited to, sourcing for quotations, preparing purchase requisition, raising request for purchases, room booking, catering and loaning of laptop/ projector and other teaching equipment.
• Assist in patient's appointment scheduling and reminding patients of appointments.
• Assist in handling enquiries and emails.
• Assist in event management, organising and registration of workshops, seminars and training classes, application of SMC/SNB accreditation.
• Maintain and update various databases, and perform data entry.
• Co-ordinate meetings, book venues, collate agenda and arrange for catering requirements when necessary.
• Prepare and submit claims and records for purchases and training courses for department staff.
• Assist in the development, replenishing and printing of patient educational materials.
• Maintain and replenish inventory on office supplies such as stationery, toner for printer/photocopier, name card.
• Main liaison person for medical reports related matters or requests including, assisting in the process of tracking and submitting medical reports.
• Responsible for recording of leave application and/or approval, local and overseas training courses for department staff.

Secondary Responsibilities:

• Maintain department staff records, locker keys and other minor office supplies or assets.
• Dispatch out-going mails to other departments within the hospital, as well as to external parties. Distribute in-coming mails to the department.
• Perform any other duties assigned by supervisor.

Job Requirements:

• Diploma in any discipline.
• Minimum 2 years working experience in clerical and administrative duties. Fresh graduates are encouraged to apply.
• Computer skills in MS Office.
• Good organisational and communication skills.

Skills Required