Executive Assistant

(Senior) Executive Assistant / Associate Executive - Laboratory Medicine (2-years contract)

Career in the Hospital

Join our incredible team at the National University Hospital (NUH), where we believe that a hospital is more than just a workplace. Every day, we witness the remarkable impact that our healthcare professionals can have on individuals, families, and entire communities.

At NUH, we are driven by a shared purpose – to lend a helping hand to those in need, to be a source of support and healing, and to empower patients to live their best lives.

We are looking for passionate and committed individuals to join us as we transform lives and create a lasting impact in the lives of our patients. The impact you make at NUH will be profound, regardless of the role you take up in the hospital.

About NUH

The National University Hospital (NUH) is Singapore's leading university hospital, with a proud heritage dating back to 1905 with the establishment of what's now the NUS Yong Loo Lin School of Medicine. Our strong ties with the medical school have shaped us into a unique institution, allowing us to seamlessly integrate clinical care with teaching and research. As a university hospital, we go beyond the realm of providing tertiary medical care. We are a hub of knowledge and innovation, attracting healthcare professionals who are passionate about pushing boundaries and making significant contributions to the field.

About Department and Purpose of the Position

To perform administrative work in general laboratory thereby assisting in the provision of a quality, cost effective laboratory service to the hospital and external clients.

(Duties and responsibilities cover IT administrative (including patients billing), procurement and other general tasks. Staff may cover one or more of the items.)

Key Responsibilities

Responsibilities and Duties

1. Filing of documents and reports.

2. Prepare IT-related reports of the following:

3. Print, check, verify and post charges as required.

4. Recover billing charges, convey to patients via telephone due to additional/late billing.
5. Assist to raise Electronic Billing Amendment Form (eBARF).
6. Prepare statistics and reports for supervisors.
7. Prepare laboratory related reports and work-charts as well as management reports.

8. Maintain master and accession logs.

9. Assist in the procurement and admin related tasks:

10. Assist to request for quotation from vendors.

11. Assist to prepare purchase requisitions for supplies.
12. Raise ePay, eSundry billing and ePR for procurement.
13. Receive goods purchased into departmental stores following checks on quality, expiry date and details on delivery note.
14. Identify and rectify delivery and invoice discrepancies.
15. Assist to maintain an efficient store system such that inventory items can readily be retrieved by users.

16. Notification for infectious diseases and other

17. Comply with good laboratory practice as set out by the Laboratory Accreditation Programme of the College of American Pathologists and Singapore regulatory agencies such as the Medical Audit & Accreditations.

18. Comply with DLM Workplace Etiquette in line with NUHS Core Values.

Secondary Duties and Responsibilities (20%)

Provide IT and administrative assistance:

• Provide coverage for other administrative staff.
• Provide list of operators' ID to supervisors.
• Provide Laboratory Medicine Publications list to manager yearly.
• Update Department e- Service Guide.
• Update Doctors' listing in HCLL and LIS application.
• Any other duties as required by Supervisor or Manager.

Provide material management assistance:

• Assist to conduct annual stock take with auditors.
• Liaise with vendors concerning repair services, maintain file of service contracts and document all chargeable repairs.
• Any other duties as required by Manager or Senior Assistant Director.

Key Requirements

• Diploma from a recognised institution
• Service oriented and customer focused
• Good communication & interpersonal skill
• Basic computer skills
• Appreciate and show interest in laboratory work environment
• Possess good initiative and attitude with the ability to work independently and as a team
• Understands and meet NUHS CORE values