Senior/ Executive Assistant, Allied Health

Overview

Provide secretarial and administrative support to Snr/Directors, Deputy/Senior Assistant/Assistant Directors, Heads of Department, Senior/Assistant/Managers, Senior/Executives of Allied Health Division and perform liaison functions between Departments/Divisions.

Responsibilities

• Secretarial Support to Directors, managers and Heads of Department
  • Manage the working calendar of Snr/Deputy/Senior Assistant/Assistant Directors and Heads of Department by coordinating and scheduling meetings and other official engagements.
  • Follow-up, update and remind Snr/Deputy/Senior Assistant/Assistant Directors and Heads of Department about meetings, official engagements and matters of importance from time to time.
  • Answer and screen calls for Directors and Departments.
  • Set-up and maintain efficient and accessible filing system for the Division/Department.
  • Prepare necessary materials and slides for Division/ Department meetings.
  • Record minutes/take notes of Division/Department meetings.
• Administrative Support for Division and Departments
  • Manage secretarial duty roster for Allied Health Meetings such as AH Division Meeting (AHDM), AHHQ, etc.
  • Arrange and coordinate meetings, including the booking of rooms.
  • Track attendance and upload files for meetings.
  • Coordinate and manage Department Roster and HMS Roster Entry.
  • Compile information and data into reports.
  • Maintain and follow-up statistical data and ensure that data is properly stored in system, including uploading of training records into the learning management system.
  • Coordinate events, programmes and talks, workshops and symposiums etc. for the Division/Department.
  • Facilitate event logistics and ensure event flow.
  • Follow-up on Purchase Orders.
  • Raise billing requests to Finance when required.
  • Maintain inventory of books/brochures/ programme materials.
  • Promote and implement process improvement in area of work.
• Office Administration
  • E-procure stationeries for Division/Departments.
  • Apply and prepare requests for IT passwords, name stamps, name cards, workstations and car park access etc.
  • Liaise with vendors for quotations and deliveries.
  • Process purchase requisition for purchases i.e. brochures and books etc.
  • Process petty cash claims and other claims for Directors and Division/Department staff.
  • Manage outgoing and incoming mails.
  • IT- Liaise with IBM Team on stock-take date and ensure that Division/Departments complete stock
    -take.
  • Other assigned duties.

Requirements

• Diploma
• Good working knowledge in MS Office
• Good communication skills, both written and spoken
• Proactive, meticulous and possess initiative
• Able to work efficiently, independently and in teams
• At least 2 years of relevant working experience
• Experience in healthcare, service-related industries or human resources preferred