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:
- Confirmation of date of course (work with Course Director and T&E)
- Review and negotiation of management fee with Professional Conference Organiser (Course Director and T&E)
- Raise e-PR for engagement of Professional Conference Organiser
- Contact point for Professional Conference Organiser to contact Course Director and vice-versa
- Booking of Auditorium & Training Room
- Booking of air ticket and hotel room for invited speaker, if applicable
- 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:
- Min Diploma in any Business Relevant Discipline
- Prior Healthcare or Secretarial experiences will be advantageous
For interested candidates, please send your most recent and updated resume to [email protected]
Subject heading: Medical Admin Associate Executive
Andrea Eunice Tan Min Er
(R23112594)
Recruit Express Pte Ltd
EA License No. 99C4599
