Responsibilities
- Provide full spectrum administrative and secretarial support to the hospital planning team including scheduling, preparing reports, drafting correspondence, organizing records and files, answering queries, booking meetings, and supporting department projects.
- Complete a broad variety of administrative tasks that facilitate the Project and operations lead ability to effectively lead the organization, including assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence.
- Onboarding and offboarding Staff: Welcome new employees to the department. Schedule and conduct onboarding sessions to review company policies, benefits, systems training, and set up work spaces. Ensure new hires complete necessary paperwork and have access to required tools and accounts. Develop staff welfare programs to engage project team and build sense of belonging.
- Managing Assets: Maintain inventory of department assets including office supplies, electronics, furniture, and equipment. Process orders, track shipments, and coordinate installation and maintenance. Manage check-in/check-out procedures.
- Budgeting: Assist with annual budget preparation by compiling expense reports and forecasts. Track department expenditures, process invoices, and reconcile budget utilization.
- Reporting: Prepare reports, presentations and dashboard for senior management and external stakeholders.
- Calendar Management: Maintain personal and program calendars, schedules, and shared resources. Schedule conference rooms, catering, AV equipment and relevant resources as needed.
- Organize and coordinate meetings, workshops and events related to hospital planning, with internal and external stakeholders to facilitate the smooth progression of planning activities. Prepare and distribute meeting agendas, minutes, and follow-up action items.
- Organize and coordinate local and overseas study visits for the hospital planning team including making travel arrangements, budgeting and preparing pre and post trip reports.
- Assist in the coordination of project timelines ensure that deadlines are met. Develop project plans, timelines and budgets.
- Any other tasks which may be assigned from time to time.
Requirements
- Bachelor or Diploma in any discipline with at least 4 years of relevant working experience, preferably in a hospital setting.
- Strong technical skills including a sound working knowledge of Microsoft Office and Adobe Acrobat to prepare, edit and manipulate text and data. Tech-savvy-- ability to learn new software and other relevant programs.
- Possess strong analytical, communication with influencing and persuading skills, written and presentation skills. Ability to take and record accurate notes/minutes in complex meetings.
- Ability to work independently and in a team and across teams with minimal supervision.
- Attention to detail, ability to prioritize workload, be well organized and multi-task in a smart and timely fashion.
- Able to work in a fast paced and dynamic work environment, quick thinker and an effective problem solver.
- Maintain confidentiality, tactful, diplomatic, resourceful, and exercises independent judgment and discretion.
- Proactive attitude and determination to ensure required outcomes are achieved and takes responsibility.
Interested candidate, kindly send a copy of your resume to: [email protected]
OH LI XUAN BRINA [R24120322]
Email Address: [email protected]
Recruit Express Pte Ltd
