Medical Secretary

Job Description: Shared Responsibilities (Medical & Nursing) • Provide executive and administrative support to Clinical Director, Head of Medical and Director of Nursing • Manage the calendars and appointments of Clinical Director and Director of Nursing • Coordinate meetings, including scheduling, venue bookings, logistics, catering and preparation of meeting materials • Prepare and record meeting minutes • Serve as the administrative resource for operational, training and IT-related matters • Maintain departmental records, reports, policies and procedures • Support departmental initiatives, projects and process improvements • Perform general administrative duties and any other duties as assigned Medical • Coordinate leave administration for doctors and the Pharmacy team • Resolve leave scheduling and manpower conflicts • Prepare and maintain monthly doctors' duty and on-call rosters • Coordinate orientation programmes for newly posted doctors to ensure smooth onboarding • Liaise with HR and IT to arrange doctors' and pharmacists’ access to NEHR and other clinical systems Nursing • Coordinate leave administration for Nursing Leads and inpatient Administrative Assistants • Maintain nursing manpower records and leave schedules • Compute and verify monthly nursing shift allowances • Supervise the Ward Administrative Assistants and arrange coverage during leave • Resolve leave scheduling and manpower conflicts • Manage requisitions for controlled nursing consumables (e.g. Tegaderm, ultrasound scanning gel) Job Requirements: Min Diploma/Degree in Secretarial / Business or similar w min 3 yrs of relevant secretarial experience, preferably in healthcare sector