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Executive Assistant, Clinical Ops (Pre-Hospital)

Salary undisclosed

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  • JOB PURPOSE
Together with a team of dedicated healthcare workers, we aim to deliver the highest standard of care to our patients, with professionalism and empathy.As a (Senior) Executive Assistant, you will work very closely with the Head of Department and doctors, patient care staff and other team members to provide administrative support for a safe and efficient operations of the department.
  • MAJOR DUTIES & RESPONSIBILITIES
SpecificAs a (Senior) Executive Assistant, you will be assisting in at least one of the following tasks:
  • Admin support to HOD
  • Provide administrative support to Clinical and/or Ops Head of Department e.g. calendaring and meeting scheduling.
  • Admin support for the operations of the facility
  • Update, maintain and publish relevant rosters
  • Secretariat support for meetings e.g. booking of the rooms, setting up of projectors etc.
  • Maintain overall record-keeping for staff e.g. Mask fitting and vaccination records, mandatory training by all staff
  • On and off boarding of staff, e.g. application for IT access, arranging for uniform, desks assignment, arranging for orientation etc.
  • Verify attendance, claims records of staff; process various type of claims based on HR's claims e.g. transport, conference, shift allowances etc.
  • Source and purchase items for the operations of the facilities e.g. stationery, furniture etc.
  • Assist in raising purchase request, cooordinate delivery of consumables and installation for complex procurement.
  • Department Secretary for Emergency Medicine
  • Coordinate with Clinical Services to monitor the compliance to the requirements for
  • Supervision of conditionally registered medical staff (e.g. assignment and monitoring of assigned supervisors, submission of supervision reports etc.)
  • Accreditation & Credentialing process including renewals of BCLS/ACLS and other documentation requirements.
  • Doctors' BCLS/ACLS and other required renewals/certification for practice
  • Continuing professional education (CPE) for doctors (including submission to SMC for CME points), in coordination with Clinical Services and L&D.
  • Administrative and documentation requirements for compliance to practice standards as assigned by department head, e.g. the collation of Mortality & Morbidity forms for reporting.
  • Serve as a liaison with external parties and manage inter-hospital/external billings for the department in the following:
  • Doctors' teaching sessions, court attendances etc
  • Maintain subscriptions and licenses and copyright purchases for the department
  • Invoices for support services from vendors/other institutions
  • Assist with research-related administration for the department e.g. collate doctors' research projects, submission.
REQUIREMENT * Preferred Diploma or GCE 'A' Levels with at least 4-6 years of related experience.
  • Healthcare experience is preferred
ATTRIBUTES * Able to multi-task and manage projects.
  • Able to communicate effectively at all levels with good interpersonal skills.
  • Proficiency in Microsoft Office is critical essential
  • Proficiency in data, with an analytical mind for process efficiency an advantage
  • Possess a good command of the English language, both written and spoken.