Reporting to Manager, Clinical Administration Office (CAO), the Assistant Manager will support the various initiatives in clinical services, namely Medical, Nursing and Allied Health.

Your main focus lies in coordinating administrative support to the Domain Heads, Managers, Clinicians, staff and trainees/ students in the delivery of clinical services and care programmes. You will also be responsible in continuously viewing projects to improve patient care and safety and processes to ensure smooth and effective operations and assist in work as and when assigned.

Job Requirements

• Bachelor’s Degree in any discipline
• Preferably at least 6 years of working experience, experience in healthcare setting will be an advantage
• Excellent interpersonal, verbal and written communication skills with the ability to develop and maintain working relationships across organisations
• Meticulous and organised with good planning skills
• Ability to work well in a team and independently
• Proficient in Microsoft Office applications

About our client: Our client is one of the facilities management companies in Singapore.

About the role: This role will be hired on a 2-year contract (renewable)

• Responsible for managing a team of administrative support staff and overseeing their day-to-day operations.
• Work with your team to ensure all tasks are completed on time and to create a positive and collaborative work culture within the administrative team.
• Perform general administrative duties like counter duties, filing and documentation
• Clearing the daily general email mailbox for the business unit.
• Use of in-house software systems for daily operation
• Provide administrative assistance to both the Operation Teams and the Finance Department and ensure that both departments are well-supported in their respective tasks.
• Oversee timekeeping, attendance tracking and duty roster for the Admin Team
• Manage office equipment and stationery orders.
• Monitor and ensure filing and record-keeping systems compliance with document retention policies.
• Ensure administrative operations adhere to policies and regulations.
• Assist in new staff onboarding processes in collaboration with HR.
• Any ad hoc duties assigned by the Supervisor from time to time.

About you:

• Possesses a Diploma in Business Studies or relevant studies
• With at least 5 years of administrative experience with good customer service
• Able to lead a team and work together as a team
• Possessed strong MS Office skills
• Ability to work independently with minimal supervision.
• Attention to detail and ability to handle tasks in a prompt and efficient manner
• Able to multi-task and work in a fast pace environment

Others:

• Working hours: 5.25 work week (Alternate Saturday)
• Work Location: Ang Mo Kio

*Please note that only shortlisted candidates will be contacted.*

Employment Agency: Kingsforce Management Services Pte. Ltd.

Employment Agency Licence No: 94C3545

EA Personnel: Wong Pik Kiun (Kimberly)

EA Personnel Reg. No.: R1984508

Responsibilities

• Provide admin support to the team and department to ensure the smooth running of the department operations.
• Perform data entry, recording, printing and filing duties.
• Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents for the team and department.
• Create and maintain useful databases for the team.
• Undertake any ad-hoc admin projects/duties as required.
• Coordinate travel arrangements inclusive of air ticket, hotel accommodation, visa arrangements, claims etc.
• Assist to check and verify staff claims and invoices.
• Arrange for offshore related courses and medical for operations & technical team
• Apply LOI and visa for the staff as and when required.
• Sourcing, purchasing and issuing office supplies, name cards, pantry items and etc.
• Manage general email inquiries, daily mailings and couriers.

Requirements

· Knowledge of MS Office (Outlook, Excel, Word)

· GCE ‘N’ or higher

· Minimum of 1 year of experience

· Possess good understanding and knowledge in document control and management.

· Pleasant personalities mature, with good written and verbal communication and interpersonal skills.

· Proactive, take initiative and well organized.

· Able to work fast under pleasure.

· Professional, mature with an attention to detail is preferred.

· Abilities to multi-task and work independently.