Executive / Senior Executive (SACH - Institute of Learning & Research)

1 week ago

Singapore ST ANDREW'S MISSION HOSPITAL Full time
Roles & Responsibilities

Job Title

EXECUTIVE/ SENIOR EXECUTIVE

Job Relationships

Reports to: Manager, Senior Manager, and Head of ILR (Institute of Learning & Research)

Supervises: None

Job Specification

Qualification: Diploma/General Degree

Experience: At least 3 years working experience in an administrative or office support role, preferably in an educational or academic setting.

Special Aptitude and Knowledge:

1. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.

2. Strong organizational and multitasking abilities.

3. Excellent verbal and written communication skills.

4. Ability to handle sensitive information with discretion and confidentiality.

5. Basic knowledge of financial and budget management, government grants for education and training (e.g., AIC, SSG)

Job Summary

1. Provide administrative support for the smooth operations of institute. This role involves managing office functions, coordinating activities, handling correspondence, and assisting with various administrative tasks.

2. Work closely with staff, faculty/trainers, and students to support the daily operations and overall goals of the institution.

3. Prepare and submit reports to funding bodies, referral source, and other stakeholders.

4. Work closely with Corporate Finance on producing monthly invoices, collection of fees, processing of invoices, asset management, and other financial matters

5. To work with Corporate Finance to facilitate audits by internal and external auditors

6. Any other duties as required by Head of ILR

Key Responsibilities:

Office Management:

· Oversee day-to-day office operations, including maintaining office supplies, managing equipment, and ensuring a productive work environment.

· Handle incoming and outgoing correspondence, e.g., emails, phone calls, and mail.

Administrative Support:

· Provide administrative support to senior management, faculty, trainers and staff, including scheduling meetings, managing calendars, and preparing reports.

· Assist in organizing and coordinating events, workshops, and conferences.

Data Management:

· Maintain accurate records and databases, including trainees' information, faculty records, and financial documents.

· Prepare and process documentation, reports, and data entries as required.

Student and Faculty Services:

· Serve as a point of contact for trainees, trainers and faculty, addressing inquiries and providing information about institutional policies and procedures.

· Assist with student attachment, course registration, and scheduling processes.

Financial Administration:

· Assist with budget tracking, expense reporting, and processing invoices and reimbursements.

· Coordinate with the finance department to ensure timely and accurate financial transactions.

Compliance and Documentation:

· Ensure adherence to institutional policies, procedures, and regulatory requirements.

· Prepare and maintain documentation related to accreditation, compliance, and quality assurance.

· Assist in submitting CPE (Continuing Professional Education) points for respective healthcare professionals (e.g., SNB).

Communication and Coordination:

· Facilitate communication between departments, faculty, students, and external stakeholders.

· Coordinate meetings, prepare agendas, and take minutes as needed.

Support for Special Projects:

· Assist with special projects and initiatives as assigned by the management team.

· Participate in the development and implementation of new administrative processes or systems.

· Liaise with Head-office Finance, HR, IT, Facilities on matters related to the respective functional departments.

· Any other duties as required by Head of ILR

Key Competencies:

· Attention to detail: ability to manage multiple tasks with precision and accuracy.

· Problem-solving: effective at identifying issues and implementing solutions in a timely manner.

· Customer service: strong interpersonal skills with a focus on providing exceptional service to students, faculty, and staff.

· Time management: capable of prioritizing tasks and managing time effectively to meet deadlines.

· Adaptability: flexibility to adapt to changing priorities and work environments.

Tell employers what skills you have

Outlook
Microsoft Office
Interpersonal Skills
Healthcare
Data Management
Administration
Adaptability
Project Management
Grants
Attention to Detail
Time Management
Audits
Office Software
Administrative Support
Scheduling
Databases

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