Administrative Support Specialist

5 days ago


Singapore National University Health System Pte. Ltd. Full time
Job Overview

The National University Health System Pte. Ltd. is seeking a highly organized and detail-oriented individual to fill the role of Senior/ Executive Assistant, Pharmacy(7830) - Alexandra Hospital. This position will provide primary administrative support to the assigned Pharmacy Admin department, ensuring seamless day-to-day operations.

Main Responsibilities (80%)

  • Schedule Management: 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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