Primary Responsibilities:
Secretary to the Cluster HOD
- Provide secretarial support to Head in handling phone calls, incoming and outgoing documents, scheduling of appointments and filing.
- Co-ordinate meetings, book venues, collate agenda and arrange for catering requirements when necessary.
- Assist in making travel arrangement for overseas conference and trainings.
- Coordinate and liaise with Department staff to prepare presentation materials for the Head, as and when needed.
Team Lead to Executive Assistants
- Oversee the administrative work of the Executive Assistants (EAs) in the Department
- Streamline workflows and processes to reduce unnecessary waste
Support Management of Medical Report Requests
- Point of Contact (POC) between Dept of Paeds and Medical Records Office (MRO).
- Ensure all medical report requests are being looked into, and send reminders to the clinicians when necessary.
- Provide technical support to the clinicians to ensure timely submission of medical reports via EPIC.
- Assist the department in meeting medical reports turnaround time target.
Support Roster Planning
- In-charge of uploading rosters from various clinical teams onto NUH intranet on monthly basis.
- Ensure roster planners from various clinical teams submit their monthly rosters within schedule.
- Assume the role of roster planner for senior clinicians and prepare yearly ward roster by December for the coming year.
- Work closely with various senior clinicians for their availability to contribute towards rosters.
Support Mortality Report and Non-Accidental Injury (NAI) Report Admin Work
- Work closely with a senior clinicians to facilitate the smooth follow-ups for the reports.
- Ensure timely submission of reports to Medical Affairs and other relevant departments
- Collate necessary paperwork for archive and future reference.
Secondary Responsibilities:
- Assist in covering duties of staff when there is shortage of manpower.
- Assist department-related events, seminars and conferences.
- Perform any other duties as specified by the supervisor.
Job Requirements:
- Degree Holder.
- Minimum 2 years of working experience in administrative or secretarial duties.
- Good computer skills in MS Office.
- Good organisational and communication skills.
- Diligent and meticulours in daily work.
- Minimum 2 years.
