Institution: Khoo Teck Puat Hospital
Family Group: Administration
The Administrative Assistant / Senior Administrative Assistant will be responsible to provide administrative support to respective departments at perioperative service division.
MAJOR DUTIES AND RESPONSIBILITIES
- SPECIFIC
1. Provides administrative support to Ops Manager / Nurse Administrators and respective Nursing Managers / Nurse Clinicians at perioperative services.
2. Ensures accurate bill flow from across healthcare IT management systems (e.g. EPIC to SAP / National Billing System). Manages and rectifies issues by engaging operating team / stakeholders.
3. Ensures that consumables and implants used for surgical cases are scanned out and billed accordingly. Help to create new consumables barcodes, maintain and update the barcode file as needed. Assist to resolve barcode system issues with project engineer.
4. Coordinates with respective workgroups in processing requests and requirements needed such as Finance, IT-related and facilities management issues.
5. Generates required monthly reports from healthcare IT management systems (e.g. EPIC) to be submitted to Office of Clinical Governance, Quality & Risk Management, MOH Health Technology Assessment Committee, Operations and Nursing Management, etc.
6. Generates data from biometric attendance system for training records and weekly attendance records.
7. Maintains the IT inventory for the respective Peri-Operative Department.
8. Arranges for departmental meetings, venue booking and minutes recording etc.
9. Cross cover of duties during across perioperative services during annual or sick leave.
10.Any other duties as assigned by the Ops Manager / Nursing Administrator.
- Project Management Support
- Support cluster or departmental projects as assigned, such as IT-related projects:
o Attending relevant meetings, performing user acceptance testing (UAT) and assisting in training sessions as assigned.
o Collating the requirements for submission related to the project.
o Examining the impact of the project on current work processes in perioperative areas. o Assisting in new work process proposals and implementation of the project.
o Coordinates training of all perioperative staff for IT-related system readiness.
2. Support organisation operational and quality improvement activities and innovations.
3. Participate in community outreach activities.
4. Participate and support hospital activities as required.
JOB REQUIREMENTS
- EDUCATION, TRAINING AND EXPERIENCE
- Minimum diploma education, working experience in hospital/community work preferred. Must be proficient in spoken and written English and fluent in Mandarin or Malay. Proficiency in MS Office with basic statistical knowledge preferred.
- Good interpersonal and writing skills
- SKILLS & COMPETENCIES REQUIRED
Microsoft skills competencies required include minutes recording in perioperative services, service delivery, inter-personal skills, effective communication, basic infection prevention and control, change management, continuous improvement and innovation, legal and ethical healthcare practice, workplace safety and health, teamwork, problem solving and lifelong learning skills.