Senior/executive Assistant

2 weeks ago

Singapore Tan Tock Seng Hospital Full time

-Family Group: Administration**Responsibilities**:
SPECIFIC
- Assist in the day-to-day administration and co-ordination of medical matters with NHG/MOH/SMC and Clinical Departments on letters, policies, guidelines, etc.
- Liaise with MOH/NHG, SMC and Clinical Departments regarding issues on circulars, correspondences, nominations and feedbacks.
- Follow up the renewal contract date and preparation of renewal letters for the doctors.
- Maintain personal files of doctors.
- Process letters on new locum doctors upon approval from Clinical Heads/ Divisional Chairmen/Chairman, Medical Board. Maintain files / certificates / documents and issue orientation letters to new locum doctors and enrol them to access eOrientation.
- Primary source verification of qualifications with Universities for locum doctors.
- Assist in promotion preparation (Data information, reports, promotion panel recommendation forms and photocopying materials for the Promotion Panel).
- Liaise with Clinical Department PAs on SMC Annex C Letter of Undertaking (Supervisory Framework for Conditionally & Temporarily registered doctors) for onward submission to SMC.
- Monitoring and reminding of SMC assessment reports to be completed by the Supervisors, Clinical Heads and CMB for online submission to SMC, as SMC requires 3 monthly, 6 monthly and end of term assessment reports.
- Assist in keying and changing Supervisors Information in the SMC's Portal for Assessment Report to be triggered. Submit Assessment Reports on a daily basis after Supervisors' completion and PDF SMC assessment reports after CMB completed submission to SMC.
- Create CorpPass account for TTSH employed doctors and Clinical Department PAs to grant access to E-services portal on Ad-Hoc basis and terminate the CorpPass account when resigned from TTSH.
- Update Monthly Blood Sampling and Cultures from PICC Line in CLIP report and upload the information on the Intranet
- Update of Accredited Clinicians to perform CVC Insertion and upload onto Intranet.
- Update record on annual leave, medical leave for Medical Affairs Staff on google calendar.
- Raise CER to purchase goods and order stationeries for department usage
- Assist in organising Ad-hoc meetings, Clinical Boards Meeting and Clinical Heads Meetings - Booking and preparation of rooms, cater for food, drinks, manpower assistance etc.
- Assist in Verification Fixed Assets Exercise under Department cost centre and physical check of the department computers, projector, etc.
- Assist in letters on Hospital Committees, Provision of Patient Care (Registrar grade and below). Download new terms and reference of Hospital Committees on the Intranet.
- Remind doctors and personal assistants on the submissions of NHG/MOH matters and meetings that are being scheduled

General
- Typing, scanning, photocopying departmental correspondence, reports, appointment letters etc.
- Assist Chairman Medical Board, Head Medical Affairs and Manager Medical Affairs on ad-hoc urgent duties and documents to be delivered by hand.
- Any other duties as assigned by the Supervisor/ Head of Department.

**Requirement**:

- GCE 'O' lvl
- 2 years' experience preferred

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