(Senior) Associate Executive, Laboratory Medicine

Overview:

To provide comprehensive secretarial support to professional staff in the Department of Laboratory Medicine.

To manage the inventory and fixed assets of the department in compliance with hospital financial policies.

(Duties and responsibilities cover IT administrative (including patients billing), procurement and other general tasks. Staff may cover one or more of the items.)

Job Responsibilities:

You will be responsible for the following:

Primary Responsibilities and Duties (80%)

1. Billing and Disbursements work/reports:

• Daily Billing -

• • Download/export, check, verify and post/cancel charges as required.
  • Recover billing charges, convey to patients via telephone due to additional/late billing.

• Assist to raise -

• • Billing Amendment to Patients’ Bills
  • Billing Invoice to External Clients
  • Internal Charge Form to Internal Departments
  • Charge Waivers
  • Payment to Vendors
• Extract and prepare laboratory related reports and work-charts as well as management reports for submission to various stakeholders.Support and maintain a Master Price List including update notifications to various stakeholders.

     2. Comply with DLM Workplace Etiquette in line with NUHS Core Values.

Secondary Duties and Responsibilities (20%)

(Staff may cover one or more of the items)

1. Procurement:

• Conduct monthly cycle count of inventory held in the MM room.
• Conduct annual stock take with auditors and prepare report for Finance Department.
• Received goods purchased into departmental materials management (MM) room following checks on quality, expiry date and details on delivery notes.
• Identify and rectify delivery and invoice discrepancies.
• Establish and maintain an efficient store system such that inventory items can readily be retrieved by users.
• Monitor the purchase-to-date versus budget allocation of all capital purchased items.
• Prepare purchase requisition for supplies. Other than raising purchase requisitions in the System Applications and Products (SAP) system, process may include clarification of specifications, product research, evaluation of vendor performance and obtaining competitive quotations.
• Monitor release of purchase requisitions by various levels of authority and take appropriate actions in the event of delays that may result in stock out.
• Establish and maintain database of all procurement contracts

2. Provide administrative support to professional staff and managers/supervisors/reporting officers:

• Resolve telephone/in-person enquiries.
• Assist to schedule and maintain calendars.
• Assist in correspondences as required.
• Establish and maintain an efficient and effective filing system.

Requirements:

Qualification Required and Area of Discipline

GCE ‘A’ Level or equivalent qualification and above

Private Secretarial Certificate or similar preferred

Required Competencies and Capabilities (Skills, Experiences and Professional Licences)

• Minimum 3 year’s administrative/secretarial experience, preferably in a health care setting
• Good computer skills (Microsoft Office, able to use simple database, e.g. Access)
• Excellent communication and interpersonal skills with high degree of diplomacy
• Meticulous and strong organisation skills
• Possess good initiative and proactive attitude with the ability to work independently and as a team
• Service oriented and customer focused
• Understands and meet NUHS CORE value