Summary of role:
Provide an efficient and responsive secretarial and administrative support to the Head of Department and the Medical Department, helping HOD to prioritise and manage their time, support department to achieve organization targets.
Main Duties:
1. Provide secretarial and administrative support to the Head of Department:
- Handling correspondences and call on behalf of the Head of Department
- Support the Head of Department in clinical rosters, leave matters/applications, court appearance, travel plans and claim matters
- Verify the doctors’ claims before routing the Head of Department to approve
- Contact point for meeting scheduling and calendaring matters support for Head of Department
- Schedule individual face-to-face meeting for Head of Department for the annual performance appraisal exercise
- Any other duties as assigned by Head of Department
2. Department Admin Support
- Support HOD in formulating and executing long term & short term strategies setting sight towards departmental workplan (e.g. collate information and details for the annual budget planning)
- Support department operations for the purpose of department manpower deployment to ensure smooth and optimal clinical services
- Facilitate and support the department operations in the engagement of the respective stakeholders for the achievement of organisation’s targets (e.g. wait times)
- Support the department in rolling out and evaluating new initiatives (e.g. collate data needed, monitor project timelines)
- Maintain website for the respective department(s)
- Coordinate and take minutes of department meetings and Faculty & Resident meeting
- Work with Medical T&E on organization of courses
- Provide administrative support for the Year End event
- Planning of travel arrangement for scientific conference, mission and business trip
- Handle office duties such as purchase request of stationeries, pantry supplies, office equipment, coordinate IT requests
- Collate department information and details for the annual budget planning
- Provide coverage for medical secretaries during their absence
3. Administrative support to Doctors of the Department
- Verify doctors’ on-call claim submission
- Keep track of the leave applications and update leave records
- Facilitate doctors' leave applications so as to block clinics and OT sessions and arrange for coverage of clinics in the event of manpower shortage
- Verify leave applications against doctors’ roster and follow up with doctors on pending leave applications for KPI payments
- Provide advice and guidance on institutional’s policies for doctor’s adherence
- Monitor doctors’ vendor conference sponsorship eligibility
- Facilitate resource modifications to doctors' clinics and OT sessions
4. Provide secretarial and administrative support to specific clinician leaders
- Handling correspondences and call on behalf of the clinician leaders
- Contact point for meeting scheduling and calendaring matters support for clinician leaders
- Any other duties as assigned by clinician leaders
Requirements:
- Possessed at least a Degree with 3 years of experience in Secretary
- Experience in Healthcare Industry will be a great advantage
- Good written adn verbal communication skills
