Pharmacy Department Coordinator

3 days ago


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

We are seeking a highly skilled and experienced Administrative Support Specialist to join our team at the National University Health System Pte. Ltd. As a key member of the Pharmacy Admin department, you will be responsible for providing primary administrative support, ensuring seamless day-to-day operations.

Main Responsibilities

  1. Schedule Management: Develop and manage the schedule of the Head of Department, ensuring efficient allocation of time and resources.
  2. Meeting Coordination: Coordinate meetings, book venues, prepare agendas, and arrange catering as needed.
  3. Department Meetings and Events: Organize department meetings and team-building events to foster a collaborative work environment.
  4. 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.
  5. Data Collection and Updates: Collect and update relevant data/workload required by the department for cost management and improvement purposes.
  6. Purchase Requisitions: Handle purchase requisitions from suppliers, including quotes and submitting invoices to Finance for payment.
  7. Claims Handling: Handle claims for the department, including subvention or external grants.
  8. Dropped Charge Reports: Reconcile dropped charge reports for assigned jobs, if any.
  9. Audit Support: Assist in internal/external audit reviews by providing requested documents to auditors.
  10. Procurement Documentation: Handle procurement-related documentation, including Purchase Requests, Sourcing Requests, and Approval To Procure papers.
  11. Meeting Minutes: Record and produce meeting minutes.

Secondary Responsibilities

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

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