Senior Executive Assistant / (Senior) Associate Executive, Specialised Support Services

Overview

The job holder is responsible to provide operational and administrative support to Senior Nursing Officers / Nursing Officers and Ops & Admin Manager in NUH Operating Theatre.

Key Responsibilities

Billing and charging matters

• Verify daily surgical charges promptly to ensure accuracy and proper interfacing with the billing system
• Follow up with vendors, nurses, clinicians, and other stakeholders on charging issues
• Liaise with patients or the business office on billing matters
• Maintain charge forms and charge codes in corporate system

Procurement and management of OT supplies and equipment

• Assist with procurement of CAPEX and OPEX items, including OT supplies, equipment, and services
• Manage the end-to-end procurement process, including obtaining quotations, raising purchase requests, arranging deliveries, and processing invoices and delivery orders
• Collaborate with MMD and vendors on inventory management for stock and non-stock items
• Monitor consumption rates, contract balances, and coordinate projections, top-ups, or purchase order extensions
• Support tracking of CAPEX and OPEX utilisation within the assigned area
• Requisite, control and maintain utilisation of office supplies in the assigned area

Other administrative matters pertaining to the OT

• Support nursing staff with daily staff roster and prepare final OT lists for the Nurse Manager-in-charge

• Assist in addressing patient feedback where required
• Manage locker assignments and reset unused lockers in staff changing rooms
• Compile statistics and reports for cost containment and process improvement initiatives

• Conduct monthly inventory checks of OT supplies (e.g. gowns, head covers, footwear, stationery, and pantry items).
• Perform any other duties as assigned by the Reporting Officer

Key Requirements

• Diploma from a recognised institution
• At least two years of relevant administrative or clerical experience, preferably in the healthcare sector
• Good interpersonal and communication skills
• Proficient in Microsoft Office applications
• Proactive, self-motivated, and possesses a positive “can-do” attitude
• Results-driven with a strong sense of accountability
• Highly adaptable, with the ability to perform effectively in dynamic and fast-paced team environments
• Able to multitask, work independently, and collaborate effectively as part of a team
• Service-oriented and customer-focused
• Demonstrates sound decision-making ability