Secretary, Geriatric Medicine

Descripción del puesto:

The Secretary is responsible to provide secretarial and administrative support to the Department of Geriatric Medicine and also function as a personal assistant to the HOD.

The Senior Secretary will take on the supervisory role in guiding the junior Administrative Assistant in department activities.

MAJOR DUTIES AND RESPONSIBILITIES

*

SPECIFIC

HOD Level:

* Manage HOD's calendar and its logistics accurately

* Assist HOD in the composition of documents, and maintenance of personal and department files and other confidential work, including minutes taking if necessary

* Inform and remind HOD on matters of interest and importance

* Review correspondences and ensure timeline of replies are punctual

* Disseminate information from HOD to the department

DEPARTMENTAL Level:

* Maintain proper records of staff database

* Responsible for calendar of activities for professional development, HMS updates

* Responsible for perm staff, new hire, visiting consultant related matters, not limited to requisition of IT access, personal possessions, TPM interview, LNA, claims, leave, etc

* Responsible for rotating staff (e.g.: MOPEX, residents, senior residents, AST trainees, etc) posting related matters

* Responsible for CME related matters

* Responsible for department related matters and events

* Responsible for attachment of students, visiting staff and fellows

* Responsible for financial-related matters, not limited to E-payment, E-billing, E-sundries, claims, budgeting, department funds, etc

(B)

GENERAL

* Establish and maintain good housekeeping in the department

* Involve in hospital events with HOD's permission

* Liaise and work closely between departments, operations, vendors, and doctors

* Embrace continuous improvement as our way of life

* Perform other duties as assigned by HOD, Geriatric Medicine or his/her delegate

JOB REQUIREMENTS

(A) EDUCATION, TRAINING AND EXPERIENCE

* Minimum Diploma educational qualification with relevant secretarial experience

* Good knowledge of Microsoft Office

* Able to learn new skills as required by the organisation or department