![VES HOSPITAL PTE. LTD.](https://media.trabajo.org/img/noimg.jpg)
Office Administrator
2 weeks ago
VES (Veterinary Emergency & Speciality) Hospital is the first full service Veterinary Hospital offering Specialist Veterinary and Emergency Care 24/7 in Singapore.
We are part of Mars Veterinary Health (MVH) Asia.Our team is growing
This role reports directly to the Hospital Director. You will work collaboratively with counterparts from other departments and our external service providers.
Responsibilities:
- Develop and maintain the calender of events & meetings for the hospital.
- Organise internal Hospital Meetings (Hospital Meeting, Department Head Meetings, Individual department meetings) scheduling, setting up meetings, coordinating agenda, PowerPoint slides, minute taking, arranging refreshments, follow up on actions.
- Coordinate and organize meetings for Hospital Staff with External stake holders e.g. Monthly Business reviews, Quarterly Strategy Meetings.
- Work closely with Hospital Referal Specialist team and Vet Relations Representative organize meetings with referring vets. Ensure all collateral required for the visit is prepared on time and arranged refreshments for the clinics. Consolidate meeting outcomes, follow up of the meeting and ensure actions are managed by the referral specialist team.
- Organise and manage the Hospital Vet Biweekly Journal Club and Board Reviews including arranging breakfast for the meetings.
- Source and provide quotations for all VES customized marketing collateral (mugs, bags, jackets etc).
- Responsible for tracking staff company issued equipment: *Uniforms (scrubs) ensure correct sizing available, if low in stock, order on time
- Order name stamps, vet stamps.
- Work closely with Purchasing Executive to coordinate the purchase and issue of stationery, pantry supplies and first aid supplies.
- Responsible for managing and tracking the staff welfare budget. Support all hospital staff related events (Monthly lunches, Birthdays, specific festive/cultural events, Hospital meeting, adhoc F&B etc)
- Raising necessary PO's on time, submit invoices for approval. Seek approval of department colleagues/Heads' approval for specific festival/events before sending to Finance to generate payment to vendors.
- Ensure proper setting up of working stations for staff (existing and new) and office systems are well maintained. Ensure the availability of work desks, telephone extension lines system as well as pedestal / cabinet keys system are well managed, controlled and updated systematically and periodically. Liaise with Operations Manager to coordinate the purchase and maintenance of equipment.
- Ensure that all meeting rooms are neat, tidy and equipped with teleconferencing facilities, projectors, screens, white boards conducive for use by users.
- For Office related requirements
- Arrangement of local and international courier services and postage.
- Liaise with Finance to track hospital utilities, various telephone/IT subscriptions and usage, desktop printers and photocopier rentals and usage to Finance at the end of every month
- Arrangement of local and international courier services.
- 'O' levels certificate or above education?
- Minimally 2 years administrative/ secretarial support experience.
- Previous experience in healthcare/ service sector preferred.
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