Responsibilities
The incumbent is required to manage and coordinate the activities of the Medical Lead’s office to provide effective support related to the planning, administration, communication, reporting and following up the needs of the Medical Lead and his office, undertaking a variety of tasks to support vision, strategy and tactics. Expected to perform liaison functions to ensure smooth information flow within the office and / or with the relevant departments / external organisations.
- Provide full spectrum administrative and secretarial support for the Medical Lead’s Office and clinical leads including scheduling, preparing reports, drafting correspondence, organizing records and files, answering queries, booking meetings, and supporting department projects.
- Maintain working relationships with a range of internal and external stakeholders to support scheduling and issues management for the lead and co-leads through being professional, proactive, accurate, and efficient.
- Mange schedule of the Medical Lead and Clinical Leads to ensure the appropriateness of arrangements for meetings, travel, accommodation and events.
- Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
- Organize and coordinate meetings, workshops and events related to hospital and clinical services planning, with internal and external stakeholders. Anticipate the needs in advance of meetings & conferences including scheduling of meetings; drafting agendas; developing, compiling, and distributing presentation materials, recording meeting minutes, track and follow-up on meeting progress.
- Draft routine correspondence and prepare it in final form for dissemination.
- Complete a broad variety of administrative tasks that support Medical Lead’s in leading the organization effectively, 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.
- Handle information and issues that are confidential and sensitive in nature by always operating with confidentiality and discretion. identifying and using judgement to escalate issues to the Medical Lead taking into consideration sensitivities and stakeholder relationships.
- Provide hospitality to all guests and help to create a welcoming environment.
- Work with Medical Lead and hospital management to develop programs to engage and motivate the clinical team.
- 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.
- Work closely with program office to organize and coordinate meetings, events and activities.
- Provide support and coverage for the project program office when needed.
- Any other tasks which may be assigned from time to time.
Responsibilities
- 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.
For interested candidates, please send your most recent and updated resume to [email protected]
Subject heading: Snr Executive / Assistant Manager
Andrea Eunice Tan Min Er
(R23112594)
Recruit Express Pte Ltd
EA License No. 99C4599
