Administrative Assistant (Hospital Operations)

Job Summary

As part of the Hospital Operations team, you will work closely with stakeholders to ensure smooth day-to-day operations. This role supports the General Services Department in achieving operational KPIs and maintaining efficient administrative processes.

Key Responsibilities

1. Mail & Mailroom Operations

• Manage incoming and outgoing mail, including sorting and distribution across departments

• Oversee mail franking processes, ensuring accurate postage and timely dispatch

• Track postage usage, reconcile expenses, and coordinate with Finance and relevant parties

2. Office & Inventory Management

• Procure office, pantry, and operational supplies

• Monitor inventory levels, usage, and ensure timely replenishment

• Maintain organised and up-to-date inventory records

3. Contract & Vendor Coordination

• Track maintenance schedules for equipment, assets, and vending machines

• Liaise with vendors for servicing, repairs, and technical support

4. Facilities & Noticeboard Management

• Manage and update noticeboards across the organisation

• Handle bookings of meeting rooms and facilities, including setup and coordination

• Work with Finance on billing for facility usage

5. Administrative & Operational Support

• Support policy implementation and process improvements

• Coordinate with departments to ensure smooth workflows and communication

• Assist in projects and perform ad-hoc duties as assigned

Job Requirements

• Diploma / Higher Nitec / Certification in Office Administration.

• Preferably with experience in healthcare or a similar environment.

• Well-organised with good interpersonal and communication skills.

• Able to handle both operational and administrative tasks effectively.

• Proactive team player with a positive work attitude.