Executive, Medical Services

About the role

This role provides executive secretariat, administrative and operational support to the Medical Director, the Medical Services Department, the Medical Board, the Medical Advisory Committee and other sub-committees. It covers committee governance, executive communications, clinical governance activities, departmental coordination and day-to-day medical administrative operations, with timely follow-up, accurate documentation and high service standards.

Key responsibilities

• Support the Medical Board, Medical Advisory Committee and other sub-committees: coordinate schedules, prepare agendas, collate papers, handle meeting logistics, take minutes and follow up on action items.
• Maintain accurate records of committee proceedings, decisions, membership and related documentation, and keep committees informed of follow-up actions.
• Support the Medical Director and the department: manage calendars, meetings, appointments and reminders.
• Draft, review and circulate reports, presentations, internal communications and department documents.
• Organise logistical support for department meetings, team bonding events, workshops and other activities.
• Coordinate onboarding administration for new doctors, locums and other medical staff (excluding training matters).
• Assist with department procurement, doctors' call claims, timesheets, task logs and other administrative records.
• Support staff on IT-related administrative needs and liaise with IT where required.
• Maintain proper documentation, filing and tracking of department records.

Required profile

• 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, organised and detail-oriented, able to multi-task independently under pressure.
• Strong interpersonal skills, professionalism and work ethics.

Required skills

• Proficiency in Microsoft Office applications.
• Familiarity with data tracking, dashboards or reporting tools is an advantage.