Associate Executive, Division of Informatics & Data (1-year contract)

JOB SUMMARY

Provide executive administrative support to the department, including secretariat duties, procurement, and event coordination. In addition, play an active role in data management and data literacy work, including first-level data consolidation, preparation, and report generation. This role is suited for someone who is comfortable with administrative responsibilities but has a strong interest in growing towards data management and analysis work.

DUTIES AND RESPONSIBILITIES

Executive & Administrative Support

• Provide secretariat support to the head, including managing calendars, coordinating meetings, booking meeting rooms, arranging travel schedules, and processing claims
• Deliver administrative and secretariat support for efficient execution of departmental administrative, operational, and clinical matters
• Record and update the department's calendar and meeting minutes
• Process stationery and equipment orders through e-procurement systems
• Handle requisitions for miscellaneous items from external vendors (e.g., software)
• Coordinate and maintain office asset inventory, including tracking office supplies and equipment, arranging maintenance when needed, and managing disposal of outdated or unused items
• Submit eJR requests for IT-related issues
• Process cheque requests and petty cash reimbursement
• Support the preparation and implementation of department events, workshops, and training sessions
• Coordinate communication within the department and with other departments in the hospital
• Maintain strict adherence to security protocols at all times
• Support workplace safety and ensure the office environment meets safety standards
• Proactively identify and report potential work-related issues to the Supervisor
• Perform duties as assigned by the Supervisor or Head of Department

Data Management & Data Literacy

• Perform first-level data consolidation and preparation, including collecting, cleaning, and organising data from multiple sources to ensure data is accurate and ready for use
• Carry out data entry and maintain databases with a high level of accuracy and attention to detail
• Run pre-written scripts or use existing tools to generate routine reports and dashboards
• Assist with KPI tracking and simple data analysis to support departmental reporting needs
• Assist to manage data access and sharing requests through institution-selected platforms, ensuring proper approval and documentation
• Achieve KPIs defined for the administration and facilitation of data access and sharing requests
• Support data collation and extraction exercises as required by the team

JOB REQUIREMENTS

• Diploma in Business Studies, Business Administration, or related fields 
• Prior administrative experience in healthcare settings is preferred but not required
• Good written and verbal communication skills with strong attention to detail
• Ability to work independently as well as collaboratively within a team
• Proficient in Microsoft Office applications, particularly Excel, PowerPoint, and Word