Sr Associate, Ops (Pharmacy)

JOB SUMMARY

Assist Operations Pharmacy (Ops Pharm) and Operations Allied Health (Ops AH) Departments in clerical work, processing reports, raising job requests, upkeep of documents, and events management. Purchase, receipt and stock keeping of office equipment and products.

MAIN DUTIES AND RESPONSIBILITIES

Ops Pharmacy (0.5 FTE)

1. Upkeep and update department records and files.
2. Support departmental administrative functions by raising electronic job requests, for new staff onboarding, security access provisioning, workstation setup, and other operational requirements.
3. Facilitate IT Device/System troubleshooting, and management of IT assets tracking
4. Manage financial and administrative transactions for the department, including invoicing, inter-company claims, petty cash, e-payment and departmental claims, as well as the procurement, receipt, and inventory management of stationery and other departmental supplies.

1. Generation and data collection for reports, workload monitoring, and KPIs.
2. Monitoring, collation and coordination for the department and pharmacy division as the case arises in matters including training, system accesses, applications, pre-registration pharmacists interviews, and other hospital wide matters.
3. Assist in distribution, design process and printing for selected pharmacy division collaterals including brochures, signage, and website.
4. Support HOD in arranging of meetings, booking meeting rooms, sending out calendar invites and management of HOD’s calendar.
5. Any other ad-hoc duties that might be requested from Deputy Director and Operations Managers.

Ops Allied Health - OpsAH (0.5 FTE)

1. Coordinate AH training courses, including helping out with tasks such as participants management, billing, payment and claims, issuing of e-certificates.
2. Petty cash/e-pay claims/Dept claims, purchase of stationery and adhoc items for the departments (e.g. gift cards for Research).
3. Support Ops AH staff in arranging for meetings, such as finding of common dates, booking of meeting rooms, sending out calendar invites.
4. Generate raw data for data analysis.
5. Ad-hoc raising of Electronic Job Requests, facilitation in IT Department troubleshooting, and management of IT assets tracking.
6. Fire Ambassador for Ops AH.
7. Support event planning and execution in areas but not limited to space booking, refreshment sourcing & setup, attendance taking, clearing up of event space, working with stakeholders team to successfully execute event.
8. Any other ad-hoc duties that might be requested from AH Directors.

All the above is with guidance from Ops AH Exec/Manager/Asst Dir.

Involvement in hospital and department initiatives e.g. quality services and projects, civil emergency, outbreak, fire warden and other duties as assigned by the Supervisor / Head of Department. 

JOB REQUIREMENTS

EDUCATION

Minimum of GCE “O” level preferred.  Knowledge of typing and computer skills. 

TRAINING

Proficient in MS Office Applications

Training in clerical or administrative skills preferred.  

EXPERIENCE

Systematic and meticulous, able to multi-task

8 years of work experience in administrative areas preferred.  

Self-motivated, able to work independently as well as in a team