Temp Associate Executive

JOB SUMMARY

As a key member of the Centre for Healthcare Innovation (CHI), you will provide administrative and secretariat support to ensure the smooth execution of the department’s administrative and operations matters in support of the vision and mission of CHI. You will also help facilitate communication within the department, amongst other departments, as well as external partners of CHI.
Additionally, you will provide direct support to the Deputy Directors of the CHI Grants & Innovation and Partnerships Offices (GIPO), which includes managing diaries, coordinating meetings/ visits/ events and processing claims where necessary.

MAIN DUTIES AND RESPONSIBILITIES
SPECIFIC
A. Anchoring Basic Duties – “Doing the Job Well” (Operational Leadership; People Leadership)
(i) General Administration
•To provide general administrative support which encompasses the following, but not limited to:
a.Placing purchase requisitions and invoices via Ariba System and ePay, putting up IT Job Request, and Decisions request.
b.Establishing and maintaining common drive folders, databases on One Drive, ensuring relevant access and raising departmental requests for new staff onboarding / offboarding.
c.Processing claims for staff.
d.Maintaining, coordinating and controlling office supplies, corporate gifts, consumable items and name stamps.
e.Collecting, dispatching and distributing mail for the department.
f.Tracking and maintaining equipment asset list for the department (laptops, secured harddisk etc.),
g.Conduct training on various platforms for the team whenever required.
h.Updating department information on staff directory system, Rooster.
i.Filing of department documents.
j.Actively managing repository of CHI corporate decks and call for regular refreshes.

(ii)Meetings and Discussions
•To arrange internal and external meetings (e.g. GIPO ED/CD Meetings, Scientific Committee Meetings, Knowledge Management Steering Committee Meetings, Web-pitch (engagement) sessions, Co-Learning Management Committee Meetings, Partnership Engagement Sessions etc.), including scheduling of dates and sending out calendar invites and meeting agenda to all stakeholders.
•To provide administrative and logistics support:
a.Consolidating meeting agendas and slides.
b.Booking of meeting rooms, virtual platforms (e.g. MS Teams).
c.Preparation of rooms and setting up of AV equipment and slides if required
d.Taking simple minutes/notes when necessary.

(iii)CHI Learning Platforms (Learning Visits, CHI Roundtable, Innovation Programmes)
•To work with GIPO project teams on achieving event objectives e.g. participant’s satisfaction, seeding innovation ideas and revenue from paid learning visits.
•To assist in organising and coordinating the schedule for these learning platforms, including sending out calendar invites and programme agenda to all stakeholders.
•To provide administrative and logistics support:
a.Venue booking.
b.Preparation of rooms and setting up of AV equipment, teaching materials, CHI collaterals, corporate gifts and slides.
c.Arrange for AV testing and rehearsals with presenters and faculty members, and support them in their training requirements.
d.Liaise with vendors, secretariats, venues and other stakeholders to ensure seamless execution of learning platforms
e.Assist with post-event activities - physical teardown of room/ archiving recorded events / sending out training evaluation forms and ensuring completion.
f.Submission of CPE Points for attendees of events in relevant portals.

(iv)Database Management
•To work with GIPO project teams in maintaining the upkeep of relevant databases for record and knowledge management purposes. These include but not limited to:
a.Grant databases (e.g. Redcap & National HIP)
b.CHISEL applications and monitoring databases
c.CHILD Knowledge Management submission listing
d.CHI INNOVATE conference event databases (e.g. committee members, speakers, registrants tracking as well as post-event reports and analytics)
e.Faculty membership listing
f.Publications database

B.Undertaking Improvement-Related Duties – “Doing the Job Better”
(i)CHI Learning & Development (CHILD) System
•To support the content aggregation and curation published on CHILD, ensuring sustainability in content contribution by users. This is achieved through maintaining a positive and constant engagement via outreach such as call for submissions, reminder emails and basic liaising with ambassadors, submitters and curators/ reviewers.
•To operationalise and support strategies in ensuring CHILD’s repository of content is kept relevant and updated, where published content is complete, accurate, updated, and aligned to the governance guidelines set out by CHILD’s steering committee. This include but not limited to managing the database of content received and curated by means of indexing, assigning, uploading of content as well as enhancing information layout on (interim) website.
•To support in the monitoring performance of CHILD system and providing timely updates.
(ii)Faculty & Publication
•To support the project management and implementation of CHI’s Faculty & Publication initiatives, ensuring workplan and strategies are well executed in creating an environment of collaboration and knowledge exchange to accelerate the pace of innovation in healthcare.
•Draft, distribute and engage stakeholders to gather feedback and insights, fostering strong relationships and collaboration.

GENERAL
•Work beyond routine work responsibilities and office hours, in the exigencies of services.
•Participate actively as a team member in quality improvement projects at hospital-wide and department levels.
•Be the custodian of the various ‘Walls’ in CHI – namely Co-Learning Network, Collaborating Centres, CLMC, Faculty, CHIRP Walls.
•Be a change agent and inculcate mindset for change for hospital-wide and departmental-level initiatives and establish a working environment of collegiality and effective teamwork.
•Perform any other duties assigned by the Supervisor and/or the Head of Department.

ORGANISATION RELATIONSHIPS
SUPERVISOR’S SUPERIOR : Deputy Director, CHI
SUPERVISOR I : Assistant Manager, CHI
SUPERVISOR II : Assistant Manager, CHI
SUBORDINATE : NIL

JOB REQUIREMENTS
(A) EDUCATION, TRAINING AND EXPERIENCE
•Minimum diploma holder with 2 – 3 years of relevant experience.
•Comfortable working independently and in a team.
•Possess excellent interpersonal and communications skills, both verbal and written.
•Keen attention to detail, ability to prioritize workload, be well organized and multi-task in a smart and timely fashion.
•Proficient in Microsoft Office applications (i.e. Word, Excel and PowerPoint)
•Prior administrative experience in healthcare is preferred, but not a must.

(B) PROFESSIONAL LICENCE
NIL