National University Hospital

Executive Assistant / Senior Executive Assistant – MA Residency (Contract)

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Job Description

Job Description:

Job Purpose
To provide administrative support to the Program Director (PD) and Program Coordinator (PC) in the Residency Program.
Duties and Responsibilities
  • Primary Responsibilities and Duties (80%)
    • Provides administrative support to PC (Exec/Senior Exec/Asst Manager) and PD in the residency program, which includes assisting in residents’ leave application, evaluation process, residents’ duty hours tracking, residents’ claim process, coordinating conference schedules and logistic arrangement, and other duties being assigned.
    • Assists PC in coordinating residents’ TPM.
    • Supports all residents on administrative matters such as carpark application, Personal Training Fund (PTF) claims, call claims, computer servicing, etc.
  • Secondary Responsibilities and Duties (20%)
    • Involve in events held in Medical Affairs Education and at the department level.
Job Specification/Requirements
  • Diploma Holder
  • Proficient in Microsoft Word, Excel, Powerpoint
  • Good oral and written communication skills
  • Organised and meticulous
  • Able to work independently
Attributes
Embrace the NUHS mission and uphold and demonstrate the NUHS values :
NUHS Values
  • Teamwork
    • Teamwork is essential for NUHS’s success because no one person has the full range of skills and knowledge.  A team player is attentive to the views and concerns of others.  It also means sharing information and coordinating within and outside of NUHS proactively.  The Staff seeks to fully leverage on the diversity of skills and talents in NUHS.  Besides working cohesively in teams, he/she values and respects his/her colleagues and service partners as well as speaks positively about them and NUHS.
  • Respect
    • Behaviour reflects sensitivity to the needs, interests and ideas of one’s colleagues.  The Staff demonstrates a clear commitment to treating each individual with fairness as well as possesses the underlying belief that every individual matters and deserves to be treated with dignity.  The Staff also seeks to value the contributions of others and encourages his/her colleagues to show empathy and respect for others.
  • Integrity
    • Behaviour reflects a commitment to ethical values and to healthcare service ethos.  It includes remaining steadfast even when faced with challenges.  The Staff seeks to express pride in belonging to NUHS and delivers difficult messages honestly and openly.
  • Compassion
    • The willingness to seek to understand each individual’s attitudes, feelings, motivations and needs and take steps to alleviate their concerns.  The Staff is committed to placing the customer first and takes pride in meeting customer’s needs in a timely fashion.  He/She also looks for creative ways to exceed customer/ patient expectations by delivering the best clinical care and/or service with passion.
  • Excellence
    • The ability to use one’s training, education, job-specific knowledge and technical/ professional know-how to perform his/her duties and responsibilities effectively.  The Staff keeps abreast with new knowledge and skills, understands and relates to NUHS’ vision, mission and its external environment, and applies all of the above to work situations.  He/She practises continuous learning so as to enhance his/her knowledge and to deliver the best care to patients and colleagues.  He/She also demonstrates motivation, interest and drive in meeting and exceeding performance targets in order to improve department’s and the overall NUHS’ performance.
Traits
  • Contributes in inter-department meetings / participate in NUHS activities actively
  • Builds team spirit and facilitate the resolution of conflict between others
  • Values others’ ideas, opinions, suggestions and advice, and displays willingness to learn from others to achieve work objectives
  • Maintains and facilitates cooperative working relationships across networks and the NUHS organization
  • Anticipates feelings and reactions of others and tailors approach to each situation
  • Understands the reasons for a particular response or behaviour
  • Draws insights from differing points of view
  • Refuses to violate own ethical standards, despite the pressure of deadlines and the requirement to meet corporate goals
  • Does not simply “follow orders” when confronted with a directive which is directly or indirectly inconsistent with professional ethics of NUHS Core Values
  • Confronts behaviour at odds with NUHS Core Values and communicates accepted standards and consequences of not maintaining these standards
  • Takes active steps towards understanding customer needs; identifies trends that will shape future customer needs and draws attention of appropriate authority for better business results
  • Demonstrates concern for others by extending oneself, listening to spoken and implied feedback and responding in a speedy manner
  • Uses an understanding of the values and motivations of different team members to help the team succeed
  • Interprets information and facts to make sound decision correctly
  • Sets and maintains high performance standards for self and others that support organisation’s strategic plan
  • Implements initiatives that minimise waste, inefficiencies, and works within cost constraints
  • Seeks to develop specialised knowledge and  leadership skills in own area of work
Possess and demonstrate the NUHS leadership competencies :
Leadership Competencies
  • Embrace Change
    • The Leader is able to embrace change when he/she is receptive to changes or new ideas contributed by others.  He/She demonstrates the ability to adapt to new ways of doing things and is willing to attempt new ways to solve problems.  He/She also seeks to reduce resistance to change in others actively.
  • Influence & Lead
    • The Leader is distinguished by his/her ability to influence and lead others.  He/She mobilises others to achieve their goals by demonstrating decisiveness as well as providing adequate resources and authority.  The Leader is also able to lead example and present ideas convincingly to generate acceptance from others and motivate staff to strive towards stated goals.
  • Think Strategically
    • The Leader must possess the ability to lead NUHS to fulfill its vision and mission.  He/She takes a proactive, broad-based and long-term perspective on NUHS’ vision and mission.  The Leader is visionary in seizing opportunities and observing industry trends so as to develop new strategies, policies, processes and solutions that will create value for NUHS.
  • Develop Others
    • The Leader recognises the need to work through others and helps others realise their optimal potential.  He/She takes personal responsibility to create a supportive culture for development and to help others achieve their professional goals.
Traits
  • Understands the need for change and encourage others to support change
  • Seeks new challenges in own area of work
  • Handles ambiguity in work situations effectively
  • Identifies key players whose support will be needed to get ideas/projects approved and implemented effectively
  • Communicates effectively and convincingly one’s own ideas or on behalf of others
  • Gives credit to staff / colleagues for their contributions
  • Acts quickly and decisively to meet NUHS objectives
  • Highlights to own department the latest developments in own functional area
  • Contributes towards the development of future direction during department planning sessions
  • Demonstrates understanding of the rationale and implications of decisions by raising pertinent concerns
  • Provides practical support or assistance to enable individual staff to perform on the job and achieve developmental goals
  • Helps others improve by giving honest, constructive and timely performance feedback
  • Guides employees and team members discretion in choosing appropriate methods for completing work
Interested applicants are invited to email a detailed resume stating your current and expected salary by clicking Apply Now.
Please indicate in the subject title as: ” Executive Assistant / Senior Executive Assistant – MA Residency (Contract)
We regret that only shortlisted candidates will be notified.

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Job Summary

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Entry level Professional Certificate/NiTEC, Diploma, Advanced/Higher/Graduate Diploma, Bachelor's Degree, Post Graduate Diploma, Professional Degree
National University Hospital

About

About the NATIONAL UNIVERSITY HOSPITAL The National University Hospital is a tertiary hospital and major referral centre with over 50 medical, surgical and dental specialties, offering a comprehensive suite of specialist care for adults, women and children. It is the only public hospital in Singapore to offer a paediatric kidney and liver transplant programme, in addition to kidney, liver and pancreas transplantation for adults. The Hospital was opened on 24 June 1985 as Singapore’s first restructured hospital. Each year, the Hospital attends to more than one million patients. As an academic health institution, patient safety and good clinical outcomes are the focus of the Hospital. It plays a key role in the training of doctors, nurses, allied health and other healthcare professionals. Translational research is pivotal in the Hospital’s three-pronged focus, and paves the way for new cures and treatment. A member of the National University Health System, it is the principal teaching hospital of the NUS Yong Loo Lin School of Medicine and the NUS Faculty of Dentistry. For more information, visit www.nuh.com.sg

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