Senior Associate Executive (4 months Contract, Department of Neonatology) - #1094516

We are seeking a highly organised and proactive Senior Associate Executive to join the Department of Neonatology to manage the administrative functions and provide comprehensive support to the Head of Neonatal Intensive Care Unit (NICU) and the NICU workgroup. This position offers an excellent opportunity to contribute meaningfully to the administrative excellence of one of our hospital's most crucial units while working alongside dedicated healthcare professionals in supporting vital neonatal care services.

Key Responsibilities

1. Provide comprehensive administrative support to the Head of NICU and department staff, including calendar management, eeting coordination and writing of minutes, and confidential document handling whilst serving as the first point of contact for internal and external stakeholders.

2. Act as key liaison between NICU doctors and other hospital departments/ divisions, ensuring effective communication, smooth administrative operations and timely response to correspondences.

3. Provide all aspects of medical staff administration support including coordination of meetings, professional development activities (including trainings, teachings, conferences, doctor attachments), processing of claims/ medical reports, maintenance/ revision of protocols, and management of roster/ daily deployment of doctors.

4. Provide administrative assistance for medical students' postings, attachments, orientation, training and maintaining essential documentation and records for educational and training activities.

5. Plan and execute departmental events, cross-departmental initiatives, and continuing medical education (CME) activities in compliance with Singapore Medical Council requirements. Provide support in logistics management, venue bookings, designing of flyers, coordinating with various stakeholders and at event site or virtual sessions.

6. Establish or maintain efficient document management system and keep accurate departmental records including training and teaching records, and ensure documentation is in compliance with hospital standards/ regulations.

7. Handle departmental resources and financial matters, including budget management, supply/purchase requisitions, and maintenance services coordination.

8. Support critical hospital operations by providing administrative assistance during outbreaks, business continuity planning, and mass casualty events, whilst maintaining departmental contact lists and emergency protocols.

9. Perform any other miscellaneous duties as assigned by supervisors.

Job Requirements

• Diploma with 6 years’ experience; OR Higher NITEC / NITEC / GCE N / O / A level with 12 years’ experience and Demonstrated competency.

• A team player and yet able to work independently.

• Possess positive personality with high initiative.

• Strong interpersonal communication skills, both orally and in writing.

• Strong organisation, prioritisation and coordination skills, with ability to perform multi-tasking.

• Proficient in Microsoft Office applications (WORD, EXCEL and Power Point), and preferably communication and collaboration tools (Microsoft Teams, Zoom) and simple design software such as Canva.