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Senior Executive Assistant, Allied Health
3 weeks ago
**1. Job Purpose
The Executive Assistant/ Senior Executive Assistant is to provide the main administrative support for the Allied Health Administration department.
**2.
**Responsibilities**:
2.1 Primary Responsibilities and Duties (80%)
2.1.1 Manage the team’s roster
2.1.2 Handle all incoming calls and incoming mails for assigned admin team and allied health stakeholders.
2.1.3 Despatch out-going mails to other departments within the hospital, as well as to external parties. Distribute in-coming mails to the dept.
2.1.4 Co-ordinate meetings, book venues, collate agenda and arrange for catering requirements when necessary.
2.1.5 Perform typing, faxing, sorting, filing, scanning, photocopying and recording of documents and forms.
2.1.6 Answer phone calls, handle enquiries, record and convey messages.
2.1.7 Collate and update relevant data required by the department for purposes of cost management and improvement.
2.1.8 Handle purchase and work requisition processes, from calling suppliers for quotation to submitting invoices to Finance for payment.
2.1.9 Prepare and submit claims and records for department staff
2.1.10 Manage gift packs for storage and distribution.
2.1.11 Senior position to facilitate submission of annual budgeting exercise.
2.2 Secondary Responsibilities and Duties (20%)
2.2.1 Collect and despatch documents from/to areas within hospital premises.
2.2.2 Requisite, control and maintain good utilisation of office supplies in the department.
2.2.3 Perform any other duties assigned by supervisor.
**3. Job Specification
3.1 Diploma holder of any field
3.2 Minimum 2 years of experience in clerical and administrative duties. Hospital administrative experience will be added advantage.
3.3 A good understanding of accounting and figures.
3.4 Good computer skills in Word, Excel and Power Point.
3.5 Good communication and interactive skills.
3.6 Able to work independently.
