(Senior) Executive, Department of Surgery - Immediate Start

Overview

Reporting to the Head of Department of Surgery, you will manage the HoD’s calendar, be in regular communications with the Heads of Division and senior management as well as coordinate appointments, meetings, events and conferences which include minutes writing. The incumbent is also expected to prepare the monthly department newsletter and provide administrative support for daily HR operations.

Job Responsibilities
• Maintaining the department secretary email account. Screening and ensuring timely dissemination of information to the respective stakeholders.
• Go-to person for general queries relating to the department and staff.
• Provide assistance to HoD by managing and filtering surhead email account. Thorough checking of NUH and NUS documents, ensuring compliance and prior approvals sought before surfacing for HoD’s review and endorsement.
• Regular communications with Heads of Division and senior management on behalf of HoD.
• Drafting HoD’s message for festivities and special events to be circulated to the department.
• Map out Department Calendar of Events ensuring events are well spread out throughout the year.
• Organising department’s social and welfare events for clinicians which include event planning and preparations, budget planning, vendor sourcing.
• DoS Office bearers (tracking of letters of appointment, certificates of appreciation, plaques, etc)
• Assisting HOD in UG / PG examinations
• Assist in the Clinical recruitment for Dept
• Take charge of clinical fellowship portfolio
• Assist HOD in clinician TPM matters
• Responsible for the Department Staff Welfare Fund such as budget planning, execution of department-related festivities, and handling financial matters relating to this fund.
• Provision of administrative support for IT matters

Job Requirements
• Good Degree preferably in Business Administration or related qualification
• Minimum 2 years of relevant experience working in large organisation(s) particularly in secretariat and administrative work
• Proficient in Microsoft Office applications (Word, Excel and Powerpoint)
• Excellent interpersonal, communication and writing skills
• Meticulous and organised, able to perform under pressure, maintain confidentiality, tact and discretion when dealing with stakeholders and confidential data
• Positive, proactive, resilient and able to work well independently and as a team player
• Ability to multi-task and work under tight timelines