Executive Asst

Job description

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

Nursing Administration works with Nursing leadership to oversee a range of functions including administrative, quality, innovation and technology, education, professional development, operations, information technology, risk, finance, strategy, infection control and sustainability.

The job holder will play a key role in providing comprehensive administrative support to the Nursing Department by managing critical communication systems, maintaining departmental documentation, coordinating resources, and facilitating smooth operational processes.

This role serves as a central point for administrative efficiency, ensuring that nurses and nursing leadership have the necessary tools, information, and support to deliver high-quality patient care.

The successful candidate will innovate in the role and seek continuous improvement in his/her work processes.

This statement encapsulates the core purpose of the role, emphasizing its importance in supporting the Nursing Department's operations and its impact on the overall healthcare delivery system.

Key Responsibilities

Nursing Administrative Support

• Serve as secretariat for the department monthly combined meetings
• Prepare certificates, award and write minutes for nurses' mass communications platform
• Nursing Department Point of Contact for hospital electronic messaging system
• Order name cards and name stamps for nurses (when required)
• Raise blanket purchase orders and coordinate with vendors for delivery of ward beverages and biscuits as part of nurse welfare initiatives

Email, Systems and Access Management

• Manage and update Nursing email groupings
• Raise and follow up on access requests for new or transferred nurses
• Review and maintain the list of systems approvers for all Nursing cost centres
• Ensure proper documentation and organization of departmental records

Document Management and Compliance

• Assist in formatting, seeking approval from HOD and uploading Nursing Department Plan, SOPs, HAPs, Procedure Manuals and Ops Risk Assessment forms into electronic Document Control System (e-DCS)
• Ensure timely reminders for document updates and approvals.
  
  Every document should be minimally reviewed once every two years

Equipment and Resource Management

• Issue and collect access cards for docking stations used to secure ward iPhones
• Maintain an accurate tracking system for issued equipment
• Monitor and maintain stock levels of stationery, masks, and alcohol wipes for Nursing Administration department
• Procure necessary supplies in accordance with the procurement policy

Others

• Provide administrative support in quality and innovation projects if required
• Undertakes any other tasks assigned by the Section Heads, Assistant/Deputy Directors of Nursing and/or Chief Nurse

Key Requirements

• • Diploma in Business Administration, Healthcare Administration, or related field
• 1-2 years of experience in administrative roles, preferably in a healthcare setting
• Excellent organizational and time management skills
• Strong attention to detail and accuracy
• Proficiency in Microsoft Office Suite and SharePoint
• Ability to maintain confidentiality and handle sensitive information
• Excellent written and verbal communication skills
• Ability to work independently and as part of a team
• Excellent organizational and time management skills
• Strong attention to details and accuracy
• Proficiency in Microsoft Office Suite and SharePoint
• Ability to maintain confidentiality and handle sensitive information
• Excellent written and verbal communication skills
• Ability to work independently and as part of a team
• Embrace and demonstrate the NUHS core values

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 extend 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.

Required Skill Profession

Other General