HKEC210624 Executive Assistant II (Medical Records Department), Hong Kong Hospital Authority

Company/Organisation: Hong Kong Hospital Authority

Post Date: 10/6/2021

Job Title: Executive Assistant II (Medical Records Department)

Staff Group: Clerical, Secretarial and Supporting

Reference Number: HKEC210624

Job Type: Contract Full-time

Location: Hong Kong East Cluster

Description: Rank : Executive Assistant II Office : Medical Records Department Tung Wah Eastern Hospital / Hong Kong East Cluster Pay : HK$17,888 to HK$21,743 per month Key Responsibilities: 1. Provide administrative and clerical support to the day-to-day operations of the department. 2. Assist in data collection, entry, analysis and preparation for various reports. 3. Assist in the coordination and preparation of documents for department operation. 4. Co-ordinate meetings, programs, activities and write minutes for meetings. 5. To provide patient services including patient registration, appointment booking, operation listing, fees collection, enquiries and counter services. 6. To handle the request for release of patient information, including medical report and data access requests etc. 7. To handle death documentation and support for mortuary related issues. 8. To maintain proper filing and record system. 9. Medical records service with respect to record retrieval, assembling, loan, return and disposal. 10. Manage HA IT systems (including OTMS, IPAS, OPAS, HAMIS, CDARS, PDARTS, MORIS & MRTS). 11. Handle enquiries, feedbacks and draft correspondences. 12 . Communicate with both internal and external stakeholders such as wards and clients/patients. 13. Perform other related duties as assigned by supervisors. 14. Required to work shift duties, and on duty during Sundays and public holidays. Entry Requirements: 1. University Graduates; OR 2. Completed F.5/S.5 with: i) Passes in 5 subjects in the HKCEE, including English Language (Syl B) and Chinese Language, or equivalent; OR ii) 5 subjects in the HKDSE attaining the level specified below: - Level 2 in English Language and Chinese Language; and - Level 2 in New Senior Secondary subjects / “Attained” in Applied Learning subjects (subject to a maximum of 2 subjects under this category) / Grade E in Other Language subjects; or equivalent AND diploma in a specialized function. Preferred Attributes/Exposure: 1. Knowledge of HA IT systems, including but not limited to Patient Billing Revenue Collection System (PBRC), Medical Records Tracing System (MRTS), Out-patient Appointment System (OPAS) and Inpatient Administrative System (IPAS). 2. Proficiency in common office automation (e.g. E-mail, Internet/Intranet etc.) and PC applications (e.g. Adobe Acrobat, Photoshop, Electronic Filing System, MS Word, Excel and PowerPoint in both Chinese and English, etc). 3. Clerical experience with good knowledge of the functions and operations in one or more of the following areas: (i) Health informatics and record management. (ii) Patient services, including patient registration, enquiries, counter services. 4. Good command of written and spoken English and Chinese. 5. Knowledge of other dialects (e.g. Mandarin) in the light of individual job requirement. 6. Good communication and organization skills, multi-tasking and able to work independently under pressure. Remarks: For Serving HA Staff 1. Serving HA Staff who has completed F.5/S.5 or equivalent and have 2 years’ relevant experience within HA may also be considered. 2. The selected candidate will be offered either contract or fixed-term appointment for up to 3 years depending on his / her existing employment terms. 3. The offer of salary to serving employees upon changes in appointment will be determined based on the remuneration package/employment terms of the staff concerned and prevailing policies. For External Applicants 4. Appointment will be on contract terms for up to 3 years. 5% of total basic salary as contract-end gratuity may be offered subject to completion of contract with satisfactory performance. 5. Retiring / retired HA staff who wish to continue working for HA after their normal retirement may also apply. If selected, the terms and conditions of employment will be offered in accordance with prevailing policies of the Retired and Rehire Mechanism of HA. For All Applicants 6. May be required to work in another work location to meet service needs of the HA. 7. May be required to perform shift / on-call duties or outside normal working hours. 8. May be required to work during rainstorm black warning / typhoon. 9. The renewal / extension of appointment will be subject to service needs, availability of funding and job performance. 10. Please submit on-line application on or before 23 June 2021 . For enquiries, please telephone 2595 5850.