Create Alert
Apply now »

Senior/ Executive Assistant, Dental Services

Job ID:  10200
Job Function:  Administration
Institution:  National University Polyclinics
You will provide comprehensive administrative and secretarial support to the Director of Dental Services and the department. You will play a key role in ensuring the smooth and efficient day-to-day operations of the department through effective records management, logistical coordination, billing administration, procurement support, and general office administration.
 

Key Responsibilities

  • Provide administrative and secretarial support to the Director of Dental Services and departmental staff.
  • Maintain and manage departmental records, documentation, and filing systems in accordance with organizational policies.
  • Coordinate and arrange logistics for meetings, events, training sessions, and other departmental activities.
  • Prepare meeting agendas and materials, schedule appointments, manage calendars, and record meeting minutes as required.
  • Coordinate with the National Environment Agency (NEA) on matters relating to radiation licence administration, TLD tag exchanges, licence renewals, payments, and regulatory compliance.
  • Process and monitor departmental billing, invoices, and related administrative documentation.
  • Assist with dental clinics' procurement and inventory management activities, including stock monitoring, replenishment, vendor coordination, and maintaining adequate inventory levels.
  • Ensure compliance with administrative procedures, policies, and regulatory requirements.
  • Manage departmental IT hardware and software requirements, and liaise with relevant vendors and support teams to ensure timely resolution of issues.
  • Handle correspondence, telephone enquiries, and communications with internal and external stakeholders in a professional manner.
  • Perform other administrative duties and projects as assigned by the Director of Dental Services.
 
Requirements
  • Diploma in any discipline.
  • Minimum 3 years of relevant working experience, preferably within the healthcare sector.
  • Strong communication and interpersonal skills, with the ability to engage effectively with stakeholders at all levels.
  • Meticulous, proactive, and able to work collaboratively in a team environment.
  • Excellent IT literacy, including proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
  • Ability to work independently, manage multiple priorities, and perform effectively in a fast-paced environment.
  • Strong organisational and problem-solving skills with keen attention to detail.
  • A cheerful, positive, and service-oriented personality will be an advantage.

Apply now »