Executive Assistant (Group Medical Records Office)

1. Job Purpose

The Executive Assistant will assist in the management of the daily operation of Medical Records Office.

2. Duties and Responsibilities

2.1       Primary Responsibilities and Duties (80%)

• 1. 1. Operations & Internal Processes
        1. Supervise the daily operation of units assigned Eg. Records Management, Information Management or Archival Management
        2. Monitor and document procedures and standards to ensure their relevancy and quality
        3. Monitor and track progress of key performance indicators, department goals, initiatives and project timeline
        4. Address any inefficiencies that are not in the interests of Medical Records Office and Customer by suggesting ways for improvement
• Key Performance Measures include retrieval performance, turnaround time, number of process improvement projects

• 1. 2. Staff Management
        1. Guide, orientate and manage staff behaviours that benefit department as a whole
        2. Set performance targets and provide feedback to staff on their performance regularly
        3. Responsible for conducting performance appraisals of staff with team leaders
• Key Performance Measures include percentage of good staff

(A*, A, B), employee climate survey, buddy report

• 1. 3. Customer Service
        1. Attend to feedback and enquiries on various services of Medical Records Office to ensure quality of service
        2. Proactively solicit feedback and constantly seek ways to surpass the customer’s expectations through regular surveys
        3. Act on customers’ feedback to review work performance and identify opportunities for improvement
• Key Performance Measures include number of justified complaints and number of compliments, projects undertaken with positive outcomes

• 1. 4. Learning and Growth
        1. Provide guidance and support to staff so that they can achieve departmental goals, and have a safe and fulfilling work environment
        2. Provide appropriate training to staff so that staff can carry out the tasks efficiently
        3. Facilitate changes and inculcate innovative culture by changing staff mindset, helping them to adapt to changes and contribute to designing new work processes
• Key Performance Measures include employee climate survey, quality suggestions with positive outcomes such as cost reduction and increase productivity and reduction in errors

• 1. 5. Financial
        1. Seek ways and new initiatives to improve processes and productivity
        2. Constant tracking of project costs to ensure it is within budget
• Key Performance Measures include manpower costs, operating unit cost and number of initiatives/projects to improve productivity and reduce costs

1. 2. Secondary Responsibilities and Duties (20%)

1. 1. 1. Prepare and submit monthly workload and performance report for Medical Records Office

1. 1. 2. Provide administrative support on the requisition of office supplies and equipment.

3. Job Specification

1. 1. Possess a GCE ‘A’ Level/GCE ‘O’ Level

1. 2. 6-8 years working experience in healthcare/service industry

1. 3. Experience in supervising staff and possess people-oriented skills

1. 4. Possess excellent communication and interpersonal skills

1. 5. Must be service oriented and customer focused

1. 6. Must be a good team player with positive work attitude