Executive Assistant / (Senior) Associate Executive, Specialised Support Services Operating Theatre

Key Responsibilities

Billing and charging matters

Timely verification of each days surgery charges for patients and ensure all charges are properly interfaced to the billing system and are accurate and free from errors

Follow up with vendors, nursing, clinicians, or other disciplines colleagues for any charging issues

Follow up with patients or business office for billing issues

Procurement and management of OT supplies and equipment

Assist on any procurement matters, such as purchase of OT supplies under consignment or blanket order, OT equipment, and other services necessary for the smooth operations of the OT

End-to-end process for purchases, including but not limited to obtaining quotation, raising purchase requests, arranging delivery, processing invoices and delivery orders for billing

Work with MMD on inventory levels for stock and non-stock items

Tracking consumption rates, contract balance values, and working with vendors, nurses and other operations colleagues for projection, top up or extension of Purchase Orders

Assist with tracking and monitoring of CAPEX and OPEX usage in assigned area

Requisite, control and maintain utilization of office supplies in the assigned area

Support for IT related issues and OT systems

To be the Point of contact and assist OT users on basic IT hardware or system issues, and escalate as appropriate to ITD Helpdesk, IHiS Functional Analyst and/or vendor

Check on OT Dashboards and report any faults encountered

Maintain charge forms and charge codes in Operating Theatre Reporting System (OTRS)

Other administrative matters pertaining to the OT

Assist nursing on their daily staff roster and to prepare OT final list for the Nurse Manager in-charge

Assist with resolution of patients feedback if any

Issue of lockers and resetting unused lockers in staff change room

Ensure all iPads and Handphones are returned for charging before the end of the working day

Assist with the review and update of Standard Operating Procedures where applicable

Collate statistics/reports required by the department for purposes of cost containment or process improvements

Guide and coach junior staff

Any other duties as assigned by Reporting Officer
Team Supervision and Guidance

Support team members on difficult issues and escalating to RO where necessary

Manpower management, including roster and leave planning for team members

Develop training plan for new staff and ensure team members are well versed in all aspects of their work

Actively work with RO to review/improve workflow and provide input on staff performance