Senior Associate Executive, Allied Health

Overview

Provide secretarial and administrative support to Snr/ Deputy/Directors, Heads of Department, Senior/Assistant/Managers, Senior/Executives of Allied Health Division and perform liaison functions between Departments/Divisions. Provide administrative and operational support to Therapists.

Responsibilities

Secretarial Support to Directors, Managers and Heads of Department

• Manage the working calendar of Snr/Deputy/Senior Assistant/Assistant/ Directors and Heads of Department by coordinating and scheduling meetings and other official engagements.

• Follow-up, update and remind Snr/Deputy/Senior Assistant/Assistant/ Directors and Heads of Department about meetings, official engagements and matters of importance from time to time.

• Set-up and maintain efficient and accessible filing system for the Division/Department.

• Prepare necessary materials and slides for Division/ Department meetings.

• Record minutes/take notes of Division/Department meetings.

• Support administrative duties related to patient services.

Administrative Support for Division and Departments

• Arrange and coordinate meetings, including the booking of rooms.

• Track attendance and upload files for meetings.

• Coordinate and manage Department Roster and HMS Roster Entry.

• Compile information and data into reports.

• Maintain and follow-up statistical data and ensure that data is properly stored in system, including uploading of training records into the learning management system.

• Coordinate events, programmes and talks, workshops and symposiums etc. for the Division/Department.

• Facilitate event logistics and ensure event flow.

• Follow-up on quotations, Purchase Orders and service agreements with corporate partners.

• Raise billing requests to Finance when required.

• Maintain inventory of books/brochures/programme materials.

• Promote and implement process improvement in area of work.

Office Administration

• E-procure stationeries for Division/Departments.

• Apply and prepare requests for IT passwords, name stamps, name cards, workstations and car park access etc.

• Liaise with vendors for quotations and deliveries.

• Process purchase requisition for purchases i.e. brochures and books etc.

• Process petty cash claims and other claims for Directors and Division/Department staff.

• Manage outgoing and incoming mails.

• IT- Liaise with IBM Team on stock-take date and ensure that Division/Departments complete stock-take.

• Other assigned duties.

Requirements

• Diploma or equivalent qualification

• Good working knowledge in MS Office

• Good communication skills, both written and spoken

• Proactive, meticulous and possess initiative

• Able to work efficiently and independently

• Experience in healthcare, service-related industries or human resources preferred