Senior Executive Assistant, Medical Manpower Office (1-Year Contract)

1. Provide administrative support on recruitment matters

1. Collate, verify and ensure documents are duly signed and highlight on exceptional remarks
2. Prepare SAB/SMC Cover letters for FTFs

2. Perform P-filed maintenance, ensure documents are duly signed, named and filed correctly.

1. P-file candidate documents related to recruitment process.
2. Resave (per document), rename, verify and ensure documents are duly filled, duly signed
3. Highlight to MMO-PIC on out of norm cases for further action
4. Perform sanity/sample checks on p-file

3. Provide liaison on new hires on-boarding with internal and external customers.

1. Liaise, schedule and attend to queries on pre-employment medical check-up
2. Send welcome email to all new hires on Day 1

4. Perform timely and accurate update on recruitment tracking files

1. Support MMO-PIC to prepare FY combined hiring file
2. Combine submission from 3 institutions and upload into SharePoint.
3. Update FTF tracking file
4. Support creation of ad-hoc files created for specific project
5. Perform self-check and ensure all documents are ready for audit

5. Support correspondence with internal and external customers

1. Email MOHH to perform Primary source verification SR turn AC
2. Email candidate and obtain their consent to hold salary
3. Email to MOHH and attached consent form
4. Obtain MOHH’s reply, email GSS to perform system update
5. Send to GSS to p-file
6. Perform sanity/sample checks on p-file

6. Support preparation of monthly MMO reports

1. Combine excels into draft file

7. Provide admin and logistic supports on department projects, exp. Engagement session, TPM etc.

1. Booking of Meeting Rooms
2. Set calendar invites, send email, whatsapp, reminder calls etc.
3. Create EDMs, provide periodic updates on attendance
4. Arranging of beverages and food

8. Any ad-hoc duties assigned by the supervisor

Requirement

• Diploma in Human Resource or Business-related discipline
• Minimum 1-2 years of relevant experience
• Able to manage high-volume activities and handle data confidentiality
• Able to work under tight timeline and respond to changing priorities
• IT savvy and comfortable with the use of Microsoft Excel to handle large amount of data
• Organized, meticulous and proactive

EA Personnel Name: Asinah Holzem (R22111327)
EA License No: Vision Manpower Pte Ltd (02C5351)