Executive Assistant, Clinical Services (Contract till 31 March 2025) - Hiring Immediately

Principal Responsibilites

Administrative support for the Health and Mind Service (HMS).  Role will extend to other relevant Clinical Services’ areas of work, which include Teamlet Care Model and Doctor Video Consultation. Responsibilities will be in data management, programme management and general department administration to ensure smooth operations/logistics.

Data Management

• Maintain and perform data entry, and validation to ensure legibility, completeness, and consistency of data.
• Perform data back-up in all required databases.
• Extract data as and when required.
• Collate monthly and quarterly statistics for AIC/MOH reports.
• Perform regular data audit, analyse data for presentations, publications and meetings.

Coordination of Programmes and Training

• Coordinate monthly roster for Clinical Psychologists in Health & Mind Service.
• Coordinate team-based training for Teamlet Doctors, Care Managers, and Care Coordinators.
• Coordinate outreach and awareness roadshows, e.g. for HMS, Teamlet Exchange.

Coordination of Meetings

• Coordinate monthly programme and Allied Health Professionals’ meetings, which includes booking of meeting rooms, gathering of agenda, recording and dissemination of meeting minutes.
• Coordinate other ad-hoc meetings and refreshments when required.

Administrative Duties

• Manage calendar schedules and organize meetings for Clinical Services Director/Deputy Directors.
• Approve and file claims for Clinical Services Director/Deputy Directors.
• Support Clinical Services Managers/Execs in preparing presentation documents, arranging Clinical Services/Allied Health related events and activities, procurement of office stationery, etc.
• Manage mails and deliveries, e.g. pamphlets, notices, letters, circulars and publications to staff and different clinics.
• Liaise with staff from other departments on administrative matters.
• Attend to and follow up on tele- or email communications related to Health & Mind Service and Advance Care Planning.

Secondary Responsibilities

Perform any other duties as assigned by Clinical Services Director/Deputy Directors/Reporting Officer, and Programme Doctors/Pscyhologists.

Requirements

• Diploma holder, preferably in health/life science-related discipline.
• At least 2 years’ experience in data management, project management, and administrative work.
• Ability to write well, with good administrative skills.
• Meticulous with numbers and figures.
• Proficient in MS Office, especially Excel and PowerPoint.
• Good interpersonal skills.
• Strong team player.