Overview

Provide administrative and operational support to the department to ensure smooth execution of the activities, programmes, and collaborations. The incumbent will assist in coordination, documentation, and financial administration to support innovation initiatives within NUHS and with external partners.

Administrative Coordination and Office Management:

Manage and prepare agenda of weekly team meetings
Maintain comprehensive meeting records and oversee a centralised action item database, ensuring thorough follow-through and accountability for all tasks and decisions
Manage master calendar, coordinating team schedules and meetings
Oversee office logistics, including maintenance, security, and space allocation
Manage inventory and procurement of office supplies
Coordinate with facilities management for any office-related issues
Implement and maintain efficient filing systems for both physical and digital documents
Support auditing processes by preparing required documentation

Financial and Operational Support:

Support budget tracking and expense management for operations
Process invoices and expense claims, ensuring compliance with financial policies
Assist the administrative lead in financial management by initiating and maintaining Internal Order (IO) accounts for new innovation teams. Monitor and track expenses associated with these accounts, ensuring accurate financial reporting and budget adherence
Assist in developing and implementing financial processes and controls

Programme Support:

Advisory Board Secretariat Management:
Schedule and coordinate annual Advisory Board meeting with managers, ensuring all logistics are handled
Track timeline for preparation of Board meeting including consolidation of meeting materials and circulation to Board Members and meeting attendees
Track follow up items from Board meeting
Maintain a master tracker for all projects, including key milestones and deadlines
Coordinate with managers to ensure timely updates on project progress

Event Planning and Execution

Support the planning and lead the execution of events, including conference booths
Manage event logistics including venue setup
Coordinate with conference organiser, speakers and participants, managing invitations
Oversee on-site event management

Communication and Publicity Support

Work closely with team members and corporate communications to implement publicity strategy
Coordinate ecosystem contact database to circulate publicity posts
Support the maintenance and updating of website and social media presence
Assist in drafting publicity materials including newsletter, social media posts

Operational Efficiency and Process Improvement

Continuously assess administrative processes and propose improvements
Develop and maintain standard operating procedures (SOPs) for key administrative functions

Qualifications

Bachelor's degree in business administration, Healthcare Management, or related field

5+ years of experience in an administrative or operational role in a healthcare or innovation setting

Strong proficiency in Microsoft Office suite, particularly Excel and PowerPoint

Experience with project management tools and financial management software

Excellent organizational skills with the ability to manage multiple projects simultaneously

Superior written and verbal communication skills

Strong analytical and problem-solving abilities

Experience in event management and stakeholder coordination

Personal Attributes:

Proactive and self-motivated with a strong work ethic

Adaptable and resilient in a fast-paced, changing environment

Exceptional interpersonal skills with the ability to work effectively with diverse stakeholders

High level of discretion in handling confidential information

Detail-oriented with a commitment to accuracy and quality

Passionate about innovation and continuous improvement in healthcare

Main working location: Alexandra Hospital

(The candidate will be required to travel to other institutions)

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