Sr Executive Asst Manager - MEC Operations

To provide project management, operations and administrative support to the specialist outpatient clinics and off-site facility. The scope includes working closely with clinical, nursing, facilities, vendors and other operational stakeholders on the ground to take the project(s) through from planning, financial and budgetary assessment, approval to execution, while providing timely status updates along the way. The role would also include secretariat duties for assigned committees related to the projects undertaken.

Responsibilities

For project management:

• Assist stakeholders including external vendors in implementing projects that support the hospitals strategic plans for outpatient facilities
• Assist in the monitoring of deployment of resources and KPI tracking
• Assist in communications and liaison with stakeholders.
• Assist in financial justification of projects and tracking of the projects expenditures and savings.
  
  

• Receive invoices and submit timely to Finance department for processing
• Raise purchase orders when required to ensure continuity of services provided by the vendors
  
  

• Provide secretariat support to ensure that meetings are effectively organised and minuted accurately.
• Liaise with the Clinical HOD, Clinical Leads and/or Director to plan required meetings, receive agenda items from committee members, circulate agendas and reports, circulating of approved minutes and checking and follow through to certify that agreed actions are carried out.
• Maintain effective records and administration by keeping up-to-date contact details, filing minutes and reports, keeping a record of its activities and tracking of future activities and timelines.
• Uphold requirements of governing documents such as standard operating procedures and work instructions.
  
  

• Perform any ad-hoc tasks/projects as assigned by supervisor / Head of Department.
  
  

• Bachelor Degree from any discipline.
• At least 2 years of industry experience in an acute public hospital or healthcare institution.
• Good collaborative skills and ability to work with multiple stakeholders (clinical healthcare professionals, IT vendors, finance etc.) across different domains.
• Organised, meticulous individual with good project management skills.
• Ability to multi-task and work under tight deadlines in a fast-paced environment.
• Dedicated and willing to go the extra mile to see things through.
• Excellent written, oral communication presentation skills (English).
• Proficiency in Microsoft Office (Word, Excel, Powerpoint).