Senior/ Secretary

Job ID:  6522
Job Function:  Administration
Institution:  Ng Teng Fong General Hospital

Responsibilities

  • Maintain and update HOD's calendar and schedule meetings when required.
  • Manage the preparation of correspondence and other documents to ensure high quality and achieved within the set time frames. 
  • Complete a range of administration tasks including coordination of incoming and outgoing mail/faxes and distribution.
  • Organising department events and any ad hoc assignment.
  • To keep track and approve doctors’ annual and medical leave and to ensure that the doctors’ call claims are approved and paid on time.
  • To keep track and approve VCs and Locums’ claims and ensure not to delay their payments.
  • Office management duties including procurement of stationery and office supplies. 
  • To request for quotations and raise purchase requisitions as and when required.
  • Update telephone directory / list for department doctors 
  • Keep track of all IT equipment in the office. Especially all the laptops. To keep track what’s returned to ITD as they are very messy.  Very often laptops returned to ITD but they come back for it. 
  • Ensure smooth onboarding for new hires and mopex changeover.
  • Request for IT access and desktop/laptop and namecards for seniors.
  • Other duties assigned by HOD and departmental doctors. 
  • Schedule meetings/teachings, provide administrative support to meetings/ teachings (organise attendees, venues and relevant catering requirements)
  • Assist with the department Opex budget.
  • To assist doctors to resolve their problems ie laptop and sharepoint.
  • Assets in the office to keep track
  • Oversees the day-to-day administrative functions of the department to ensure operational smoothness.