Executive Asst

JOB SUMMARY

The Senior/Executive Assistant for the NCID HIV Programme will provide general administrative and secretariat support in ensuring the smooth operations of the programme. This includes data management, upkeep of the information repository, and providing ad-hoc support to the National HIV Programme.

MAIN DUTIES AND RESPONSIBILITIES

1. Financial and administrative support for the department:
   1. Prepare budget, utilisation and projection in relation to the NCID HIV Programme
   2. Procurement, ordering and monitoring of administrative items such as stationery, paper, printer cartridges etc.
   3. Administrative duties such as organising meetings and taking of minutes at meetings
   4. Liaise with IT support for IT assets matters user accounts requests and any office equipment technical issues.
   5. Provide any additional financial and administrative support as necessary
2. NCID HIV Programme support
   1. Perform monthly extraction of clinical data from inpatients and outpatients
      1. Simple data filtration
      2. Compile HIV patient statistics
      3. Quarterly data compilation; every 3-monthly from other departments and units for reporting of programme KPIs (internal as well as reportable to NHIVP)
   2. Maintain the NCID HIV Programme’s standing databases
   3. Secretariat duties for the NCID HIV Programme
   4. Upkeep of information repository
   5. Provide administrative support to NCID HIV Programme research projects (e.g., book research clinic appointments, maintain schedules, and be the main point of contact for research participants).
   6. Assist in NCID HIV Programme Education and Training initiatives, develop collaterals for NCID HIV Programme, liaising with various clinical family groups in the NCID HIV Programme.
   7. Provide support to NCID HIV Clinical Services as assigned by Head/Manager NCID HIV Programme

GENERAL

1. Undertake ad hoc assignments, e.g., assist in education and training initiatives, support in developing collaterals for NCID HIV Programme, liaising with various clinical family groups in the NCID HIV Programme (e.g., clinicians, nursing, pharmacists, medical social workers, education and training office, researchers etc.)
2. Coordinate budgeting support to ensure public health units and clinical services are supported with necessities, e.g., oversee office administrative budget on stationeries, printers etc.
3. Undertake team bonding opportunities to engage and collaborate with cross-functional units, TTSH and other partners.

JOB REQUIREMENTS

EDUCATION

Possess a diploma from any discipline, or equivalent; work experience in a related field would be an advantage.

EXPERIENCE

• Proficient in using MS Office applications (e.g., Word, Excel, and PowerPoint).
• Prior working experience and being a team player.
• Strong communication and interpersonal skills.
• Demonstrates high integrity with the ability to maintain the confidentiality of information.
• Relevant experience in the healthcare sector would be an advantage

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