Closing Date: 11th February 2018

National University Hospital


Senior Executive Assistant, KTP – National University Children’s Medical Institute (Ops & Admin)

Salary: 0.00

  1. The Challenges

 

The Executive Assistant / Senior Executive Assistant is to provide the main administrative support for the department.

 

  1. Duties and Responsibilities

2.1  Primary Responsibilities and Duties (80%)

2.1.1       Office

2.1.2       Perform typing, faxing, sorting, filing and recording of documents and forms.

 

2.1.3       Answer phone calls, handle enquiries, record and convey messages.

 

2.1.4       Collate and update relevant data required by the department for purposes of cost management and improvement. 

 

2.1.5       Handle purchase and work requisition processes, from calling suppliers for quotation to submitting invoices to Finance for payment.

 

2.1.6       Manage the Director & Senior Manager’s calendars.

 

2.1.7       Handling of all incoming calls and incoming mails for the Director (when required).

 

2.1.8       Despatch out-going mails to other departments within the hospital, as well as to external parties.  Distribute in-coming mails to the dept.

 

2.1.9       Co-ordinate meetings, book venues, collate agenda and arrange for catering requirements when necessary.

 

2.1.10    Take minutes of meetings, as and when needed.

 

2.1.11    Update e-mail grouping in MS Outlook, Staff Contact in Hospital Messaging System (HMS), and Staff Record for Mass Casualty Incident (MCI).

 

2.1.12    Prepare new staff arrival – orientation file, laptop, phone lines, card access, IT access etc.

 

2.1.13    Coordinate recruitment interviews for local/overseas candidates.

 

2.1.14    Collate cluster statistics on monthly basis.

 

2.1.15    Manage and update staff fund and staff training budgets.

 

 

2.2  Secondary Responsibilities and Duties (20%)

2.2.1       Collect and despatch documents from/to areas within hospital premises.

 

2.2.2       Requisite, control and maintain good utilisation of office supplies in the department.

 

2.2.3       Control the issue and return of department keys in the key box.

 

2.2.4       Perform any other duties assigned by supervisor.

 

  1. The Requirements

 

3.1  Diploma

 

3.2  Minimum 2 years of experience in clerical and administrative duties.

 

3.3  A good understanding of accounting and figures.

 

3.4  Good computer skills in Word, Excel and Power Point.

 

3.5  Good communication and interactive skills.

 

3.6  Able to work independently.

 

 

Interested applicants are invited to email a detailed resume stating your current and expected salary.

 

We regret that only shortlisted candidates will be notified.