Executive, Medical Services

Provide executive secretariat, administrative, and operational support to the Medical Director, Medical Services Department, Medical Board, Medical Advisory Committee and other sub-committee assigned. The role supports committee governance, executive communications, clinical governance activities, departmental coordination and day-to-day medical administrative operations, while ensuring timely follow-up, accurate documentation and high service standards.

Key Responsibilities:

1. Secretariat and Committee Support

• Serve as secretariat support for Medical Board, Medical Advisory Committee meetings and other sub-committee assigned
• Coordinate meeting schedules, agenda preparation, paper collation, meeting logistics, minute-taking and follow-up on action items.
• Maintain accurate and up-to-date records of committee proceedings, decisions, membership and related documentation.
• Ensure timely communication with committee members, clinical teams and relevant departments on meeting matters and follow-up actions.

2. Executive and Administrative Support

• Provide administrative and coordination support to the Medical Director and Medical Services Department.
• Assist in managing calendars, meetings, appointments, reminders and related coordination matters.
• Assist in drafting, reviewing and disseminating reports, presentations, internal communications and department documents.
• Organise and provide logistical support for departmental meetings, team bonding events, workshops and other department activities.

3. Medical Department Operational Coordination

• Coordinate onboarding administration for new doctors, locums and other medical staff, excluding training-related matters.
• Assist in department procurement needs and support administrative follow-up with relevant stakeholders.
• Assist with doctors’ call claims, timesheet submissions, task logs and other department administrative records.
• Support department staff on IT-related administrative needs and liaise with IT where required.
• Maintain proper documentation, filing and tracking of department records to support smooth operations.

Job Requirements:

• Diploma or Degree in Management Studies, Business Administration, Healthcare Management, Health Sciences or equivalent.
• Minimum 3 to 5 years of relevant experience, preferably in healthcare administration, medical affairs, hospital operations or clinical governance support.
• Good oral and written communication skills, with the ability to communicate effectively at all levels.
• Organised, detail-oriented and able to multi-task independently under pressure.
• Proficient in Microsoft Office applications; familiarity with data tracking, dashboards or reporting tools is an advantage.
• Strong interpersonal skills, professionalism and work ethics.