Assistant - Administration [choa Chu Kang]

2 weeks ago

Choa Chu Kang, Singapore Methodist Welfare Services Full time

**Responsibilities**
- Attend to all incoming calls and redirect to the respective officer in-charge.
- To make timely and important announcements through the Public Address (PA) system to notify all staff, as and when required.
- Receive pre-booking visitors’ appointments from various internal Depts and schedule their visits based on AIC/MOH’s prevailing advisory to NHs.
- Ensure all visitors check in with their TraceTogether Token or scan BNH’s QR code, when visiting BNH.
- Maintain BNH’s Visitor Management Software.
- Ensure that all visitors adhere to prevailing Safe Management Measures by AIC/MOH.
- To handle any queries, feedback from visitors and to escalate any concerns / incidents to Senior Manager - Operations for immediate assistance or contact SPF directly, should the situation warrant any timely intervention.
- Receive and direct visitors, contractors, and delivery personnel promptly with adherence to MOH/AIC’s prevailing advisory, if applicable.
- Ensure proper recording of visitors (NOKs, Sponsors/Donors, Volunteers) and staff movement.
- Perform administrative / clerical duties including photocopying, distributing all incoming, outgoing mails, incoming faxes, requisition of stationeries / office supplies and topping up of vending machines.
- Ensure all medical specimens are dispatched in a timely manner daily, when required
- Ensure proper maintenance of office equipment, electronic and hard copy filing system and office telephone system.
- Receive all letters, any goods delivered (including online purchases by staff).
- Coordinate all room bookings and use of facilities.
- Support Finance department in collection of payment by NOKs / residents.
- Undertake any other duties assigned by the Reporting Officer, Senior Manager or Head of Centre (HOC).
- Maintain HOC’s appointment diary.

**Job Requirements**
- Minimum “N” or “O” Level qualification
- At least 2-3 years of relevant experiences. Possesses healthcare working experience will be advantage.
- IT savvy; familiar with MS Office suite and able to engage various stakeholders, visitors, etc.
- A team player
- Able to multi-task and work independently

**Working Conditions**
- Able to work in a Nursing Home
- 5-day work week
- Work at front counter, remote-work is not feasible

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