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Associate Executive, Group Digital Office

Job ID:  8375
Job Function:  Administration
Institution:  National University Health System

Overview

The successful candidate will join the NUHS Group Digital Office supporting the team in administration of the department.

Job Responsibilities

The appointee will support the Group Chief Digital Officer (GCDO) by functioning as the main coordinator to manage the administration of team meetings, events, resource distribution and general admin duties. He/she will perform calendar management for GCDO and support department administration to contribute to smooth operations of the department. He/she will provide administrative support at NUHS Group Level and work with colleagues across NUHS Group and Institutions. 

Job Responsibilities

  • Support calendar management for Group Chief Digital Officer, including but not limited to;

-        Deconflict and schedule meetings accordingly.

-        Coordinate on availabilities and arrange for multi-participant meetings for GDO team members where necessary.

-        Function as the sole point of contact to check on GCDO’s availability.

  • Support general department administration, including but not limited to duties such as;

-        Coordination on logistical admin for events and activities (e.g. booking of venues, collating agendas, and raise catering requests (if required), usher participants to events, etc.)

-        Support related administrative duties such as raising purchase order, billing request, payment request as instructed.

-        Compile generic non-complex periodic operational reports, statistical reports for analysis and review.

-        Coordinate facilities maintenance issues (e.g. printers, copiers etc if necessary.)

-        Maintain filing and general management of SharePoint sites or common departmental documents.

-        Track and maintain department budget expenditure (e.g. CAPEX spends, purchase request creation, spend tracking and reporting)

-        Other office management activities as required e.g. office moves

  • Support department weekly team meeting, including but not limited to duties such as;

-        Preparation of meeting agenda and materials in advance

-        Document meeting minutes, and matters arising

  • Support procurement administration and participate in RFQ/RFP (Request for quotation / Proposal) activities, including but not limited to;

-        Performing sourcing request in accordance to authorized sourcing personnel policies.

-        Raise sourcing request with succinct requisition specifications.

-        Raise purchase request in accordance with procurement policies etc. 

  • Manage onboarding of new department members including orientation, laptop, phone lines, card access, IT access, desk location etc.
  • Takes initiative to resolve problems within his/her capability whenever required and complete the duties as assigned by GCDO.

Requirements

  • Diploma is preferred with at least 2 years' experience in a similar position.
  • Proficient in MS Word, Excel, PowerPoint.
  • Team player who can work independently in a fast-paced environment to meet deadlines.
  • Able to follow directions and work respectfully with individuals and groups from different cultures.
  • Strong Interpersonal and communication skills (both spoken and written).
  • Ability to interact with stakeholders at various levels of the organization.
  • Organized, and structured in process and record keeping.
  • Positive work attitude, proactive, flexible and adaptable.
  • Experience in the Healthcare industry is an advantage.

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