(Senior) Executive Assistant / Associate Executive, Department of Psychological Medicine

Overview:

The (Senior) Executive Assistant / Associate Executive is to provide the main administrative support for the department.

Duties & Responsibilities:

Primary Responsibilities:

1. Administrative functions including, but not limited to, performing typing, faxing, sorting, filing, scanning, photocopying and recording of documents and forms.
2. Logistical functions including, but not limited to, sourcing for quotations, preparing purchase requisition, raising request for purchases, room booking, catering and loaning of laptop/ projector and other teaching equipment.
3. Assist in patient’s appointment scheduling and reminding patients of appointments.
4. Assist in handling enquiries and emails.
5. Assist in event management, organising and registration of workshops, seminars and training classes, application of SMC/SNB accreditation.
6. Maintain and update various databases, and perform data entry.
7. Co-ordinate meetings, book venues, collate agenda and arrange for catering requirements when necessary.
8. Prepare and submit claims and records for purchases and training courses for department staff.
9. Assist in the development, replenishing and printing of patient educational materials.
10. Maintain and replenish inventory on office supplies such as stationery, toner for printer/photocopier, name card.
11. Main liaison person for medical reports related matters or requests including, assisting in the process of tracking and submitting medical reports.
12. Responsible for recording of leave application and/or approval, local and overseas training courses for department staff.

Secondary Responsibilities:

1. Maintain department staff records, locker keys and other minor office supplies or assets.
2. Dispatch out-going mails to other departments within the hospital, as well as to external parties. Distribute in-coming mails to the department.
3. Perform any other duties assigned by supervisor.

Job Requirements:

1. Diploma in any discipline.
2. Minimum 2 years working experience in clerical and administrative duties. Fresh graduates are encouraged to apply.
3. Computer skills in MS Office.
4. Good organisational and communication skills.