Job Description

Institution: Khoo Teck Puat Hospital
Family Group: Administration

STATEMENT OF PURPOSE

The Secretary/Senior Secretary is responsible to provide secretarial and administrative support to the Department of Geriatric Medicine and also function as a personal assistant to the HOD.



The Senior Secretary will take on the supervisory role in guiding the junior Administrative Assistant in department activities.

MAJOR DUTIES AND RESPONSIBILITIES

SPECIFIC (80%)

HOD Level:

Manage HOD's calendar and its logistics accurately Assist HOD in the composition of documents, and maintenance of personal and department files and other confidential work, including minutes taking if necessary Inform and remind HOD on matters of interest and importance Review correspondences and ensure timeline of replies are punctual Disseminate information from HOD to the department

DEPARTMENTAL Level:

Maintain proper records of staff database Responsible for calendar of activities for professional development, HMS updates Responsible for perm staff, new hire, visiting consultant related matters, not limited to requisition of IT access, personal possessions, TPM interview, LNA, claims, leave, etc Responsible for rotating staff (e.g.: MOPEX, residents, senior residents, AST trainees, etc) posting related matters Responsible for CME related matters Responsible for department related matters and events





Responsible for attachment of students, visiting staff and fellows Responsible for financial-related matters, not limited to E-payment, E-billing, E-sundries, claims, budgeting, department funds, etc

(B)

GENERAL (20%)

Establish and maintain good housekeeping in the department Involve in hospital events with HOD's permission Liaise and work closely between departments, operations, vendors, and doctors Embrace continuous improvement as our way of life Perform other duties as assigned by HOD, Geriatric Medicine or his/her delegate

JOB REQUIREMENTS

(A) EDUCATION, TRAINING AND EXPERIENCE

Minimum Diploma educational qualification with relevant secretarial experience

Good knowledge of Microsoft Office

* Able to learn new skills as required by the organisation or department