Executive Assistant, Dental Services - Geylang

We are seeking an experienced Executive Assistant to provide comprehensive administrative support for Dental HQ and clinic operations.

• Verify and processes purchases and claims via procurement systems.
• Verify and processes transport claims.
• Exchange Thermoluminescent Dosimeter (TLD) tags with National Environment Agency (NEA) and ensures that the TLD licenses are renewed timely.
• Arrange for reimbursement of TLD licenses renewal for clinicians (DS, OHT & Locum).
• Prepare dental operational reports of clinicians for the Director.
• Assist locum with salary related enquiries.
• Update Dental Manpower listing for internal department circulation.

• Update the equipment masterlist records to ensure that dental clinics’ equipment documentation is in order.
• Ensure equipment licenses are renewed timely.
• Remind dental clinics of Preventive Maintenance expiry dates and to schedule servicing timely.
• Assist with condemnation and procurement of equipment.
• Track breakdown of equipment and reports figures quarterly.

• Assign training modules to staff.
• Maintain training records.
• Remind clinics to attend trainings upon receiving course confirmations.
• Provide logistics support (e.g. printing of materials, refreshment) as needed.

• Coordinate the DOPEX orientation.
• Complete onboarding process and follow-up on post orientation administrative work.
• Liaise with MOHH, HR and IT on related matters including for their systems access.
• Provide administrative support (e.g. orientation slides, changeover documents).
• Ensure all dental officers receive TLD tags and licenses are renewed timely.
• Assist with appraisal matters.

• Coordinate celebratory or hosting events.
• Assist to prepare necessary documentation.
• Coordinate delivery of food and refreshments.
• Prepare gifts and agenda for the event.
• Ensure event is run smoothly on actual day.

• Manage medico-legal paperwork and processes service recovery payment when needed.
• Manage IT asset records for HQ Dental and assist with purchase/condemnation of IT equipment.
• Verify and processes all claims via procurement systems.
• Verify DH/DS documentation for leave and transport claims before approval on behalf.
• Ensure sufficient DH/DS manpower and indicate coverage before approval of leave.
• Submit transport claims for Director.
• Manage HQ leave projection and records.
• Order stationery for dental department.
• Collect mails, disseminates and files (when needed).
• Prepare dental operational data: i.e. work hours/procedures/gross revenue.
• Maintain and updates the information on the Dental Intranet.
• Provide support for IT systems (e.g. user matrix).

• Arrange internal and external meetings, books & prepares meeting facilities.
• Take minutes or notes when assigned.
• Prepare logistics and refreshment when needed.

• Manage the PM/WI as the Department Document Controller for NHGP Document Repository.
• Coordinate with Process Owners, approver and concurrer for new and revised PMs and WIs for publication.

• Prepare dental clinics for audits by checking on documentation (e.g. equipment licenses/PM stickers).
• Assist to ensure items on the audit checklist is prepared.

• Manage accounts of dental staff.
• Assign cards and key tags as needed.
• Manage the automated statistical reporting.

• Manage calendars of Director and Assistant Director./

Requirements:

• Diploma holder with relevant work experience in healthcare, operations, general administration, logistics, etc.
• Active team player, confident & resourceful
• Excellent organizational & administrative skills
• Good interpersonal skills to relate to people.
• Proficient in Microsoft Office