Clinic Operation Admin

PMG HEALTHCARE SDN. BHD.; Sibu; On-site; MYR 33,000 - 67,000; Full time

Job summary

PMG HEALTHCARE SDN. BHD. is seeking a dedicated professional to coordinate clinic administration, documentation, regulatory record tracking, inventory monitoring and branch operational support.

The role ensures accurate records, timely follow-up of compliance matters and smooth coordination between clinic branches, vendors and internal departments. The candidate will support SOPs, document control, stock monitoring, monthly stock checks and annual stock takes, while coordinating with branches to

Responsibilities

• Administration, documentation and compliance management including drafting and revising SOPs, memos and policies and ensuring review and approval before circulation.
• Inventory and branch operations oversight: monitor stock levels, expiry, stock transfers and monthly/annual stock checks; generate reports and coordinate with branches.
• Environmental and facility coordination: maintain e-SWIS records and coordinate pest-control services with branches and vendors.
• Reporting and accountability: report to Line Manager, provide updates to Head of Department, maintain trackers and escalate risks as directed.

Job description

To coordinate clinic administration, documentation, regulatory record tracking, inventory monitoring and branch operational support. The role helps ensure accurate and accessible records, timely follow-up of compliance matters, effective stock controls and smooth coordination between clinic branches, vendors and relevant internal departments.

Job Roles and Responsibilities

1. Administration, Documentation & Compliance

• SOPs, memos and policies: Draft, revise and format clinic SOPs, memos, policies and operational guidelines as instructed; obtain required review and approval before circulation.
• Document control: Maintain approved operational and regulatory records in designated folders or systems, with appropriate filing, version control and retrieval.
• Compliance follow-up: Track the completeness and validity of clinic compliance records; liaise with branches on missing, outdated or expired documentation and follow up on corrective actions.
• Licences and certificates: Maintain a central register of clinic licences, certificates and registrations; monitor expiry dates and coordinate renewal documentation and follow-up with relevant parties.
• Audit readiness: Prepare supporting records for internal or external audits and management reviews; maintain trackers for submissions, document gaps and outstanding actions.
• Clinic system support: Assist branches with administrative system issues and data checking; coordinate and elevate technical matters to the responsible department.

2. Inventory & Branch Operations

• Stock monitoring: Monitor clinic inventory levels and record accuracy; investigate reported discrepancies and coordinate resolution with branches.
• Expiry and stock rotation: Identify near-expiry items and support FEFO/FIFO practices where applicable; coordinate action to reduce wastage and overstock.
• Monthly stock checks: Coordinate monthly branch stock checks, review discrepancies and follow up on adjustments and corrective actions.
• Annual stock take: Support annual physical stock counts, reconciliation and preparation of supporting records.
• Branch visits and audits: Join scheduled branch visits with the designated lead to review stock conditions, arrangement, expiry controls and adherence to procedures; document and follow up on findings.
• Stock transfers: Coordinate inter-clinic stock transfers to improve stock utilisation and reduce expiry risks.
• Inventory reporting: Maintain stock-check reports, expiry reports, stock records and branch-visit findings in an organized, audit-ready manner.

3. Environmental & Facility Coordination

• e-SWIS records: Maintain scheduled-waste documentation and submissions through e-SWIS, ensuring records are current and complete.
• Pest control: Coordinate pest-control servicing with branches and vendors, maintain service records and follow up on findings and corrective actions.

4. Reporting & Accountability

• Report directly to Line Manager for task assignments, work priorities, progress updates and routine operational escalations.
• Provide updates and reports to Head of Department through the established reporting line, and upscale significant compliance, stock or operational risks as directed.
• Maintain accurate trackers and supporting documentation; highlight overdue actions, unresolved discrepancies and renewal deadlines promptly.
• Coordinate with clinic branches and relevant departments within approved authority; obtain management approval where required before implementing policy changes or adjustments.