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

1. 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

1. 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

1. 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