Job Description

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

Skills Required