(Hong Kong Island Cluster) Progression of Executive Assistant III (Ward) to Executive Assistant II (Ward) [QMH / TWH / GH / DKCH / FYKH / MMRC / TYH]

Amended on 17 July 2026

Date of Issue: 1 January 2026

This Vacancy Notification Circular invites applications from eligible/ soon to be eligible Executive Assistant III (Ward) [including serving Executive Assistant IIIA (Ward)] for progression to Executive Assistant II (Ward). The relevant entry requirements are detailed below. Interested staff may submit application within 3 months before fulfilling the requirements set out in this circular (at the earliest).  Progression to Executive Assistant II (Ward) will be subject to the applicants meeting the requirements and passing the assessment and selection (quarterly unified appointment date will be 1 April, 1 July, 1 October and 1 January).  The place of work will generally remain unchanged upon progression, but the selected candidates may be required to work in another work location to meet service needs of the Hospital Authority.

Responsibilities

1. Carry out clerical duties in ward, including general clerical work, filing, message receiving, supplies and related stores keeping and inventory checking.

2. Handle patients’ and visitors’ enquiries.

3. Maintain medical records, and if required, trace laboratory, radio-diagnostic and other investigation reports.

4. Assist in obtaining medical consultation appointments and arranging transport services for patients.

5. Perform recording and other administration procedures such as the patient admission and discharge procedures.

6. Assist in maintaining inventory of supplies, furniture and equipment and to perform related stores keeping duties.

7. Assist in Staff Rostering Systems entering.

8. Assist in giving instructions to supporting staff to carry out ward duties.

9. Assist in handling feedback and complaints with relevant departments.

10. Assist in co-ordination of meetings / training programs, prepare powerpoint files and draft meeting minutes.

11. Assist in preparing monthly and ad hoc returns to management and managing ward / department guidelines & protocol, patient information such as pamphlets.

12. Collect data, compile statistics and conduct simple analysis.

13. Support clinical research / education / teaching activities.

14. Ordering and handling patients’ diet and ward dispensary items.

15. Other related duties as assigned by the supervisor.

Requirements

1. Serving Executive Assistant III (Ward) [including serving Executive Assistant IIIA (Ward)];

2. Two years’ clerical/executive support experience of working in a ward environment in Hospital Authority immediately prior to the quarterly unified appointment date; and

3. One “Effective” and one “Good” or above Staff Development Review (SDR) ratings in the preceding two years, amongst which the “Good” or above SDR rating is immediately prior to the quarterly unified appointment date.

Remarks:

1.  Please refer to https://www.ha.org.hk/haho/ho/hrd_jv/NotestoApplicants.pdf for “Notes to  Applicants”.
2. For serving Executive Assistant III (Ward) rehired after normal retirement or completion of contract at normal retirement age, their relevant experience and performance before retirement and upon re-employment after retirement will be considered together when counting the experience and performance requirements for this progression exercise.
3. Progression to Executive Assistant II (Ward) will be subject to the applicants meeting the requirements set out in this circular and passing the assessment and selection. The earliest appointment date is listed as follows:

Please submit application online. Please contact 2255 5095 for enquiries.