Senior Secretary, Geriatric Medicine

2 days ago

Singapore Khoo Teck Puat Hospital Full time

-Family Group: Administration**STATEMENT OF PURPOSE**
- The Secretary/Senior Secretary is responsible to provide secretarial and administrative support to the Department of Geriatric Medicine and also function as a personal assistant to the HOD.
The Senior Secretary will take on the supervisory role in guiding the junior Administrative Assistant in department activities.

**MAJOR DUTIES AND RESPONSIBILITIES**
- **

**SPECIFIC (80%)**

**HOD Level**:

- Manage HOD’s calendar and its logistics accurately
- Assist HOD in the composition of documents, and maintenance of personal and department files and other confidential work, including minutes taking if necessary
- Inform and remind HOD on matters of interest and importance
- Review correspondences and ensure timeline of replies are punctual
- Disseminate information from HOD to the department

**DEPARTMENTAL Level**:

- Maintain proper records of staff database
- Responsible for calendar of activities for professional development, HMS updates
- Responsible for perm staff, new hire, visiting consultant related matters, not limited to requisition of IT access, personal possessions, TPM interview, LNA, claims, leave, etc
- Responsible for rotating staff (e.g.: MOPEX, residents, senior residents, AST trainees, etc) posting related matters
- Responsible for CME related matters
- Responsible for department related matters and events
- Responsible for attachment of students, visiting staff and fellows
- Responsible for financial-related matters, not limited to E-payment, E-billing, E-sundries, claims, budgeting, department funds, etc

**(B)**

**GENERAL (20%)**
- Establish and maintain good housekeeping in the department
- Involve in hospital events with HOD’s permission
- Liaise and work closely between departments, operations, vendors, and doctors
- Embrace continuous improvement as our way of life
- Perform other duties as assigned by HOD, Geriatric Medicine or his/her delegate

**JOB REQUIREMENTS**

**(A) EDUCATION, TRAINING AND EXPERIENCE**
- Minimum Diploma educational qualification with relevant secretarial experience
- Good knowledge of Microsoft Office
- Able to learn new skills as required by the organisation or department

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