(Senior) Executive Assistant, Dept of Surgery,

About Department and Purpose of the Position

The Senior Executive Asst / Associate Executive will be responsible to provide administrative and operational support for (1) Operations team for the Department of Surgery and (2) Outreach Programmes and Support Group for National University Centre for Trauma (NUCeT).

Key Responsibilities

Primary Responsibilities and Duties

• Coordinate departmental and team meetings including room booking, blocking of schedules via calendar invites, and arrange for catering requirements when necessary
• Raise e-Payment for bills and claims for the relevant teams, and fill up the relevant documents for reference or audit purposes
• Onboarding of new joinees including ID/IT access, setup of laptop/telephone, preparation of workstation including issuance of keys, brief office orientation
• Offboarding of resigned staff including management of the returned laptop and workstation keys
• Maintain department’s noticeboard to showcase department activities including announcements and events, to include new photos of celebration as well as the creation and emailing of eDM on the announcement of new staff every quarterly
• Consolidate workload data for monthly department meetings
• Perform monthly grid phone checks and consolidate namelist for surgical stakeholders every 6 months for MCI
• Provide admin support to Service Champion IC including coordinating bi-monthly meetings, collection of awarded certificates, tokens and pins for award presentation at departmental meetings
• Appointed IT representative keep track and update IT assets in the department
• Appointed welfare fund IC in the department to track utilisation
•  Assist with all procurement for non-marcoms related items (for example, office items like photocopier, microwave, fridge, etc (if applicable), or catering for events, etc)
•  Provide admin support to inpatient team to follow up with internal stakeholders for interim memo for required patients
• To liaise with internal and external stakeholders to coordinate and consolidate patient education materials for NUCeT related events and programmes
• To manage and consolidate responses for all email enquiries received for the NUCeT email group

 
Secondary Responsibilities and Duties

• Provide admin/operational support as required by Reporting Officer
• Cross-cover the duties of Executive Assistant / Senior Executive Assistant in his/her absence
   

Key Requirements

• Minimum Diploma holder
• Proficient with MS Word/Excel/Power Point/Outlook
• Customer service oriented with good communicative and people skills.
• Ability to work independently and as a team
• Positive, motivated and able to perform under pressure.
• Has initiative and able to work independently.
• Experience in clerical and administrative duties (preferably in healthcare) will be preferred.