Senior Associate Executive – Pharmacy Admin

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

The Senior Associate Executive (Pharmacy Admin) coordinates administrative activities and provides administrative and clerical support to the department staff.

Duties and Responsibilities

Primary Responsibilities and Duties (80%)

1. Perform general administrative functions such as typing, faxing, photocopying, distributing of mail or documents, arranging for couriers and dispatch of urgent mail, updating of company employees’ contact list, planning and maintaining efficient filing systems, preparing correspondence and scheduling appointments.
2. Responsible for requisition, control and maintenance of good utilization of office supplies, maintain office equipment - photocopier, desktops of the department.
3. Upkeep reservation of pharmacy meeting room and training room.
4. Collate and prepare department monthly reports: waiting time, workload, medication errors, balanced scorecard. Bi-monthly submission of fire warden update checklist. Ensure data are up to date in the KPI dashboard. Maintain, renew, and develop new KPI Dashboard as needed.
5. Attend to all administrative and personnel matters in the department e.g. maintain records of recruitment, resignations, coordinate interview sessions with HR and interviewer, conduct competency test invigilation, prepare sponsorship letters, schedule staff engagement sessions, raising payment requests.
6. Coordinate and ensure timely update of department HAP, SOP, PM, HI register, pharmacists authorized signature form, letter of undertaking etc.
7. Compile and collate information/statistics as required by senior assistant manager, section-in-charges, leadership, and Head of Department.
8. Coordinate and ensure administrative orientation and briefing of all new staff.
9. Coordinate and collate documents for submission to human resource department or other departments e.g. coordination and collation of the submission of learning development award, exemplary staff award etc.
10. Assist senior assistant manager in the preparation of department meeting materials e.g. meeting slides, work plans, budgeting activity if required etc.
11. Support with the provisions of resource materials for department/hospital/cluster level publications e.g. PharmHouse, NUHS Allied Health Newsletter.

Secondary Responsibilities and Duties (20%)

1. Coordinate and assist in organizing departmental functions, responsible for gifts collection and distribution to sections.
2. Coordinate pharmacist's annual competency test including reservation of room, invigilate, marking and prepare results memo.
3. Coordinate visits by external parties.
4. Cover duties of the senior assistant manager when on leave/on course.
5. Maintain confidentiality of information and prevent breach of confidentiality.
6. Assist with any other administrative duties of the department as needed.

Key Requirements

• Diploma
• Minimum 2 years of experience in clerical and administrative duties.
• Proven ability to assist department in all aspects of administrative and clerical works.
• Able to handle work independently, result-oriented, and motivated.
• Good listening, communication, and interpersonal skills.
• Willing to learn and impart knowledge.
• Collaborative and a team player.
• Able to work with all levels of staff from junior to senior.

Closing & Applications

When you join NUH, you become part of a dynamic and collaborative environment where expertise, knowledge, and compassion all come together.

Working in healthcare offers satisfaction that extends far beyond the ordinary. The smiles of gratitude from patients and the profound sense of fulfilment that comes from helping others cannot be measured. It is a career that allows for both personal and professional growth. The challenges you encounter in this rapidly evolving industry push you to constantly expand your knowledge and skills, as well as encourage lifelong learning.

Be a part of a team that gets to create a transformative healthcare experience for our patients and professionals alike.