Senior / Associate Executive (Division of Surgery) (Contract)

We are seeking a dedicated Administrative Support Officer to join our Division of Surgery/Department of Surgery team. This role is essential in ensuring the smooth running of day-to-day operations and providing comprehensive administrative support.

Key Responsibilities:

House Officers Support:

• Manage House Officers' administrative matters including onboarding documentation, compliance requirements, and personnel records
• Coordinate and maintain updated monthly roster
• Handle scheduling conflicts and roster adjustments as required
• Provide administrative support for House Officers' training requirements and assessments
• Undertake additional duties as assigned to support departmental operations

Medical Students Coordination:

• Plan and coordinate tutorial schedules for medical students across various surgical specialties
• Liaise with Department of Surgery’s consultants, registrars, and other teaching staff to arrange tutorial sessions
• Manage tutorial room bookings and other ad hoc booking requirement
• Liaising with Education Office staff on any administrative matters and coordinating with Surgeons assisting with examinations, surgeons' teachings titles and nominations.

Your job responsibility shall/ might include but not limited to the following:

• Provide coverage for other administrative team members during leave periods or peak workloads
• Ensure continuity of essential administrative functions across the division
• Assist with sub-specialty administrative matters as required
• Maintain accurate filing systems and databases
• Prepare correspondence, reports, and documentation as required
• Support departmental meetings and administrative processes
• Assist with special projects and initiatives as needed

Job Requirements

• Diploma in Business Administration
• IT savvy and proficient in MS Office applications
• Excellent communication (oral & written), interpersonal, and organisational and people skills
• A good team player who can also work independently in fast-paced environment and multitasking