Job Description

Overview

Provide secretarial and administrative support to Snr/ Deputy/Directors, Heads of Department, Senior/Assistant/Managers, Senior/Executives of Allied Health Division and perform liaison functions between Departments/Divisions. Provide administrative and operational support to Therapists.

Responsibilities

Secretarial Support to Directors, Managers and Heads of Department

Manage the working calendar of Snr/Deputy/Senior Assistant/Assistant/ Directors and Heads of Department by coordinating and scheduling meetings and other official engagements.
Follow-up, update and remind Snr/Deputy/Senior Assistant/Assistant/ Directors and Heads of Department about meetings, official engagements and matters of importance from time to time.
Set-up and maintain efficient and accessible filing system for the Division/Department.
Prepare necessary materials and slides for Division/ Department meetings.
Record minutes/take notes of Division/Department meetings.
Support administrative duties related to patient services.

Administrative Support for Division and Departments

Arrange and coordinate meetings, including the booking of rooms.
Track attendance and upload files for meetings.
Coordinate and manage Department Roster and HMS Roster Entry.
Compile information and data into reports.
Maintain and follow-up statistical data and ensure that data is properly stored in system, including uploading of training records into the learning management system.
Coordinate events, programmes and talks, workshops and symposiums etc. for the Division/Department.
Facilitate event logistics and ensure event flow.
Follow-up on quotations, Purchase Orders and service agreements with corporate partners.
Raise billing requests to Finance when required.
Maintain inventory of books/brochures/programme materials.
Promote and implement process improvement in area of work.

Office Administration

E-procure stationeries for Division/Departments.
Apply and prepare requests for IT passwords, name stamps, name cards, workstations and car park access etc.
Liaise with vendors for quotations and deliveries.
Process purchase requisition for purchases i.e. brochures and books etc.
Process petty cash claims and other claims for Directors and Division/Department staff.
Manage outgoing and incoming mails.
IT- Liaise with IBM Team on stock-take date and ensure that Division/Departments complete stock-take.
Other assigned duties.

Requirements

Diploma or equivalent qualification
Good working knowledge in MS Office
Good communication skills, both written and spoken
Proactive, meticulous and possess initiative
Able to work efficiently and independently
Experience in healthcare, service-related industries or human resources preferred