Senior / Executive Assistant

The incumbent is responsible to coordinate the office operations of the department, maintain office forms and procedures, and assists with administrative tasks of the Nursing Wards. He/she may handle confidential information from time to time and is able to manage documents with strict confidentiality. He/she abides by NUHS core values, puts patients first, and works closely with partners including families, volunteers and organizations.

Additional duties and responsibilities can be assigned to meet any changing conditions as appropriate.

PRIMARY RESPONSIBILITIES AND DUTIES – 80%

• Provides clerical and administrative support in the following:

  • Maintains and updates staff personal records e.g. flu vaccination records, emergency contacts, personal particulars, mask fitting records etc.

  • Answers phone calls, handles enquiries, conveys messages

  • Oversees and distributes incoming and outgoing mails.

  • Department meetings

• Assists to organize meetings; reserves meeting venues and prepares required AV equipment.

• Prepares, follows up, updates and files current and new staffs’ orientation checklist, competencies, personal particulars etc. 

• Updates and maintains training databases and records post completion of training.

• Manages and maintains department inventory of stationery, assets and equipment.

• Raises IT access requests and prepares for new hires’ on-boarding e.g. ordering of name stamp, files etc.

• Checks, collates and raises items for Purchase Requisition (PR) including managing and filing of billed receipts / invoices

• Undertakes any other responsibilities assigned by Reporting Officer.

SECONDARY RESPONSIBILITIES AND DUTIES – 20%

• Participates in hospital-wide activities such as Service Quality (SQ) Awards, Quality Month, Nurses’ Day Celebrations, etc. as assigned.

• Supports department activities and events such as audits, nurses day etc. as assigned.

Job Requirements

• Minimum Diploma or equivalent with 1-year relevant experience

• Self-motivated, independent, proactive, resourceful, passionate and ability to work in a fast-paced environment.

• Team player with strong interpersonal skills with the ability to build good relationships with the Nursing team.