Senior/ Executive Assistant, Pharmacy(7830)

Job Purpose

• The Executive Assistant/ Senior Executive Assistant is to provide the main administrative support for assigned Pharmacy Admin department.

Duties and Responsibilities

Primary Responsibilities and Duties (80%)

• Manages schedule for HOD
• Co-ordinate meetings, book venues, collate agenda and arrange for catering requirements when necessary.
• Coordinate department meetings and team building events
• Facilitate on-boarding of new staff; raising system and tap card accesses, coordinate on-board process, follow up issues with HR (if any)
• Collate and update relevant data/workload required by the department for purposes of cost management and improvement.
• Handle purchase and work requisition processes, from calling suppliers for quotation to submitting invoices to Finance for payment.
• Handles claims for the department (for subvention or external grants etc)
• Reconcile dropped charge reports for assigned jobs, if any.
• Assist in audit reviews (internal/external) by providing requested documents to relevant auditors
• Handles procurement-related documentations (i.e. Purchase Requests, Sourcing Requests, Approval To Procure papers etc.)
• Record and produce meeting minutes

Secondary Responsibilities and Duties (20%)

• Collect and despatch documents from/to areas within hospital premises.
• Requisite, control and maintain good utilisation of office supplies in the department.
• Manage gift packs for storage and distribution.
• Perform any other duties assigned by supervisor.

Job Specification

• Diploma in healthcare-related/management courses (preferred)
• Minimum 2 years of experience in clerical and administrative duties.
• A good understanding of accounting and figures.
• Good computer skills in Word, Excel and Power Point and SAP system
• Critical thinking and problem-solving ability
• Adaptable and able to work independently