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Tan Tock Seng Hospital

Executive Assistant, Clinical Research & Innovation Office

Early Applicant
  • 14 days ago
  • Be among the first 50 applicants

Job Description

The Executive Assistant is responsible for the provision of administrative support to all staff in CRIO. This role requires multi-tasking across a range of responsibilities, including handling confidential, administrative and operational support duties. He / She must be able to work independently, self-motivated, possess strong communication skills and highly organized to ensure all duties run smoothly on a daily and long-term basis.

  • Clinical Trials Accounts/ Billing Management
  • Ensure prompt quarterly billing of clinical trials by raising invoices to Sponsors.
  • Ensure payment is received from Sponsor in a timely manner.
  • Ensure outstanding balance is billed at the end of the study or refund any balance to the Sponsor at study closure
  • Printing of monthly Statement of Accounts for coordinators verification and highlight discrepancies/ irregularities to the Supervisor.
  • Assist manager in consolidation of coordinator's fee and internal cost transfer
  • Assist manager in the closure of account at the end of the clinical trials.
  • Assist in the maintenance of the Clinical Trials Database
  • Assists in answering phone calls and enquiries pertaining to clinical trials.
  • Maintain the filing system in Clinical Trials, CRIO.
  • Manage medical records requirement by the unit.
  • Maintain the Inventory of Assets for the Department.
  • Arrange for preventive maintenance and calibration for the equipments under the unit.
  • Co-ordinate or arrange for archival/ disposal of trial / research documents
  • Administrative & Operational
  • Organizing and managing schedules and calendars for manager and HOD.
  • Arrange, coordinate and manage logistics for department meetings and activities (i.e. booking / setting up of virtual and physical meetings, sending invites to meeting attendees, collation of presentation slides, circulation of agenda, etc.).
  • Attend, write and circulate minutes for CRIO meetings.
  • Receiving and processing all communication channels, including emails, physical mails and handling phone enquiries pertaining to CRIO matters / services.
  • Conferring with Finance department to help make payment, process incoming invoices and verify receipts.
  • To be well-versed in all payment systems, to ensure expenditures are properly tracked, itemized and promptly reimbursed.
  • Prepare and collate ad-hoc / monthly statistical reports as needed.
  • Scan and ensure proper records of research contracts, certificates and materials are current and updated in the CRIO Shared Drive.
  • Training and Events Management
  • Prepare onboarding / orientation for new staff (i.e. raise ITD job request to request for new staff ID and email account, setting up of software and operations logistics, etc.)
  • Organize and support CRIO research training events
  • Provide support for CRIO special projects, such as TTSH Research Day, CRIO Retreat Day, etc.

Requirement

  • Diploma in Business Administration or equivalent
  • Proficient in MS Office Applications
  • Excellent interpersonal & communication skills

More Info

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Date Posted: 13/11/2024

Job ID: 100276007

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