Senior/Executive Assistant, Allied Health Office (Medical Social Work)

Senior/Executive Assistant, Allied Health Office (Medical Social Work)

National Healthcare Group
Singapore
Not Specified
Not Specified

Job Description


Job Description :
Broad Function
Woodlands Health Campus encompasses acute and intermediate and long term care facilities. The Executive Assistant (EA) has an important role in supporting the administrative and operations aspects of the running of the social work department.
The EA will support the Head of Department (HOD) and Medical Social Workers (MSW) in the Medical Social Work (MSW) department to manage the operations and logistics of the different disciplines in department in order to deliver a high quality Allied Health services to patients.
The staff will also provide administrative assistance to the HOD to manage the manpower in MSW Department.
Finally, the staff will provide overall assistance to the HOD in daily office needs and managing the department’s general administrative activities.
Key Responsibilities and Duties
  • Hotline / Reception
    • Independently attend to enquiries and channel them to appropriate staff for attention in a timely manner
    • Handle customer feedback and perform service recovery
    • Identify gaps in quality improvement
  • Registration
    • Registers and allocates cases accurately and in a timely manner
    • Triage for inappropriate referrals
  • Administrative support for financial schemes in department
    • Support applications relating to financial schemes
    • Independently consolidate applications in preparation for meetings and provide support for meetings
    • Streamline administrative processes relating to financial schemes
    • Keying in on means testing information and timely submission to MOHH.
    • Ensuring proper storage of confidential documents such as means testing documents to meet MOH/ MOHH’s guidelines.
  • Operations support for the department
    • Support the HOD with tracking of department budget, pre-operations administrative related work etc.
    • Organize meetings for various stakeholders when required.
  • IT & Equipment
    • Creation of IT accounts and access for new staff and ensuring proper termination of IT accounts and access for exiting staff.
    • Support in job requests for IT related matters
    • Ensure adequate office supplies (e.g. toner for the copier and printer)
    • Provide support in procurement process
    • May act as the IT representative for the department
    • Manage equipment and IT access inventory and oversee the maintenance of computers and office machines in the department
  • Cash float / payment request / vouchers / Charity funds, etc
    • Manage payment request
    • Maintains accounts of Funds relating to the department
    • Independently ensure proper accountability and accurate handling of all
    • monetary transactions and proper disbursement of monetary transactions
    • Key personnel for audits relating to department's Funds
  • Statistics
    • Generate and collate statistics for reporting and submission at both hospital and Ministry’s level.
    • Acts as a resource person for department's statistics enquiries
    • Able to recognize possible trends in department's statistics
  • Roster Planning & Staff Management
    • Ensure adequate coverage for operational needs
    • Able to mobilize resources and to have a contingency plan when necessary
    • Ensure relevant decisions are made in appropriate context
    • Supporting HODs in on-boarding, orientation, on-the-job training and other related matters for new staff / student attachment.
  • Education
    • Support logistics and admin matters
    • Assist in planning of department's training needs
    • Assist in providing secretariat support for external courses
  • Staff Movement
    • Leave and mc tracking
  • Project / Events
    • Support planning or organizing of departmental / division / hospital projects / events
    • Support logistics and admin matters (e.g. room booking, catering, print attendance, provision of stationery)
    • Liaise with the relevant departments to gather resources (e.g. speakers, portable microphone, etc.)
    • May act as the admin representative (i.e. able to inform what needs to be done, have the relevant contacts or knows where to get)
  • Safe Care
    • Contribute to maintenance and improvement of safe care (e.g. quality improvement projects and hand hygiene, etc.)
  • General
    • Any other duties as assigned by the Supervisor / Head of Department
  • Job Requirements
  • Diploma in any discipline from a recognised institution, and has a keen interest to work in a social service department.
  • Proficient in the use of Microsoft office (Word, Excel, PowerPoint)
  • Have good communication skills, proficiency inlocal dialects, or Malay/ Mandarin/Tamil will be an advantage
  • Able to work independently, and as ateam player
  • Please be informed that only applications submitted throughNHG Career Webpage (corp.nhg.com.sg/Careers), WHC Career Webpage (whc.sg/joinus), JobStreet Singapore (jobstreet.com.sg), Singapore Medical Association (sma.org.sg), Singapore Nurses Association (sna.org.sg), MyCareersFuture.sg, LinkedIn and WHC appointed recruitment agencieswill be considered. If you are accessing this job posting from another recruitment channel, please visit the official channels mentioned above.

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