Executive Administrator for Pharmacy Services

6 days ago


Singapore National University Health System Pte. Ltd. Full time
Primary Job Responsibilities

The selected candidate will be responsible for providing primary administrative support to the Pharmacy Admin department, ensuring seamless day-to-day operations. Primary job responsibilities include:

Main Responsibilities (80%):

  • Schedule Management: Develop and manage the schedule of the Head of Department, ensuring efficient allocation of time and resources.
  • Meeting Coordination: Coordinate meetings, book venues, prepare agendas, and arrange catering as needed.
  • Department Meetings and Events: Organize department meetings and team-building events to foster a collaborative work environment.
  • New Staff Onboarding: Facilitate the onboarding process for new staff, including raising system accesses, coordinating the on-board process, and following up with HR if necessary.
  • Data Collection and Updates: Collect and update relevant data/workload required by the department for cost management and improvement purposes.
  • Purchase Requisitions: Handle purchase requisitions from suppliers, including quotes and submitting invoices to Finance for payment.
  • Claims Handling: Handle claims for the department, including subvention or external grants.
  • Dropped Charge Reports: Reconcile dropped charge reports for assigned jobs, if any.
  • Audit Support: Assist in internal/external audit reviews by providing requested documents to auditors.
  • Procurement Documentation: Handle procurement-related documentation, including Purchase Requests, Sourcing Requests, and Approval To Procure papers.
  • Meeting Minutes: Record and produce meeting minutes.

Secondary Responsibilities (20%):

  • Document Collections and Dispatches: Collect and dispatch documents within hospital premises.
  • Office Supplies Management: Manage office supplies, ensure efficient use, and maintain a record.
  • Gift Packs Storage and Distribution: Manage gift packs for storage and distribution.
  • Additional Duties: Perform other duties as assigned by supervisor.


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