Family Group: Administration

Principal Responsibilities

Calendar & Scheduling

Provide secretarial support to the Director, Clinical Research Unit (CRU)
Manage appointment scheduling of the Director’s Calendar
Process claims and payments as necessary
Provide clerical support
Assist with travel arrangements for the Director and other team members on CRU work-related trips

Administrative Support

1.Mails

Collect, sort and distribute in-coming mails, faxes and circulars
Despatch out-going mails e.g. pamphlets, notices, letters, circulars and publications to polyclinics / doctors through mail room
Fax, file, photocopy, franking letters and retrieve department records and essential correspondences

2. Meeting Arrangements

Co-ordinate CRU departmental meetings including dates of meetings, booking of meeting rooms, gathering of agenda and timely dissemination of minutes to team of CRU, and other meeting attendees where necessary
Arrange other ad-hoc meetings and refreshment when required.
Schedule meetings for the department and send reminders to parties concern.
Preparation of rooms and other logistics (eg. attendances, printing of handouts when necessary) for meetings and events
Writes minutes for meetings upon request

3.Data collation

Collate and maintain statistics upon request
Submit collated training events’ attendances to NHGP HRD after training events when necessary

4. Research-related Administration

Provide administrative or logistic support to Manager and CRU team upon request
Provide grant administration support as necessary
Assist the Director, CRU to prepare presentation slides upon request
Assist Manager, CRU to organise research-related events such as Journal Clubs, Research Didactics and Forums
Assist Manager, CRU to organize and coordinate training courses and seminars in research and medical ethics
Assist Manager, CRU to provide secretariat support to various research initiatives e.g. NHGP Research Attachment, CRU Research Assistance applications
Track research outcome
Assist in maintaining research training records
Coordinate and collate for research-related course registration for doctors
Renewal of research-related E-journals

5. Other administrative matters

Tracking of leave (eg. Annual Leave, Medical Leave) & maintain staff movement chart where necessary
Raise IT Job Request when necessary
Purchase stationery items for departmental use and maintain tidiness of stationery storage
Raise Purchase Requisition and e-Payment and other modes of payment when necessary
Maintain and back-up a good filing system in the department and shared drive, including maintenance of CRU assets and IT equipment used in the department

Secondary Responsibilities

Assist in the maintenance of the department’s generic email account
Assist in the maintenance of the department’s webpage on the intranet
Perform any other duties as assigned by supervisors and/ or Director, CRU