EXECUTIVE, VALUE BASED CARE

KPJ HEALTHCARE BERHAD; Malaysia; On-site; MYR 40,000 - 60,000; Full time

Job summary

KPJ HEALTHCARE BERHAD is seeking a dedicated administrative support professional to assist the VBC Senior Manager in providing end-to-end program coordination across KPJ hospitals. Responsibilities include organizing schedules, managing documentation, and ensuring communication flows effectively among stakeholders.

The ideal candidate will have a diploma or degree in relevant fields and 3–5 years of experience in healthcare administration or project coordination. Proficiency in Microsoft Office and teamwork tools like Teams and SharePoint is essential.

Candidates must exhibit integrity, professionalism, and the ability to handle confidential information with care.

Qualifications

• Minimum 3–5 years of experience in executive support or project coordination, preferably in healthcare.
• Demonstrated ability in meeting secretariat tasks including agenda preparation, minutes, and action tracking.
• High level of integrity and discretion in handling confidential information.

Responsibilities

• Provide administrative and secretariat support to the VBC Unit.
• Manage schedules for meetings, training sessions, and stakeholder engagements.
• Coordinate meeting management activities and ensure timely closure of deliverables.
• Maintain project documentation and reporting in accordance with governance requirements.
• Serve as a point of communication for stakeholders to ensure professional alignment.

Skills

Meeting secretariat work

Microsoft Office proficiency

Excellent interpersonal skills

Ability to manage confidential documents

Strong organisational skills

Education

Diploma or Bachelor’s degree in Business Administration / Healthcare Administration / Management / Information Systems

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Microsoft Outlook

Teams

SharePoint

Job description

Provides end‑to‑end administrative and programme coordination support to the VBC Senior Manager and leadership for VBHC initiatives across KPJ hospitals. Responsible for organising and monitoring schedules, meetings, documentation, communications, and operational logistics to ensure timely delivery of VBHC governance cadence, deployment readiness activities, and cross‑functional coordination with relevant stakeholders. Maintains high standards of confidentiality, professionalism, and reliable follow‑through.

Key Responsibilities

• Provide comprehensive administrative and secretariat support to the VBC Unit, including correspondence, filing, documentation control, and day‑to‑day coordination.
• Manage and monitor schedules and calendars for meetings, training sessions, site engagements, and vendor/GTS touchpoints; arrange venues/virtual links, attendance lists, invitations, reminders, and follow‑ups.
• Coordinate meeting management activities (agenda preparation, distribution of materials, recording minutes, tracking action items) and ensure timely closure of deliverables such as governance cadence meetings, steering updates, and workstream meetings.
• Compile, maintain, and update project documentation and reporting packs, including plans, trackers, RAID logs, decisions, approvals, and submission artefacts in line with KPJ Health System governance requirements.
• Serve as the primary coordination focal point for communications between the VBC Unit and internal/external stakeholders (hospital teams, vendor, marketing, finance/procurement, and GTS) to ensure clear, accurate, and professional information flow and alignment.
• Monitor task progress and proactively follow up with stakeholders to ensure timely completion of deliverables and closure of action items.
• Provide logistical coordination support for training/mock runs, testing sessions (UAT/alpha/beta) and go‑live readiness activities, ensuring schedules, documentation, and systematic follow‑through are in place.
• Maintain structured repositories (e.g., Teams/SharePoint) with proper document governance and version control, ensuring traceability for approvals, SOPs, and governance documentation.
• Provide administrative tracking support for quotations, purchase requisitions, invoices, vendor documentation, and budget‑related paperwork in coordination with relevant departments (not accountable for financial approval).
• Support onboarding and administrative logistics for team members (e.g., access requests, equipment coordination, orientation scheduling) as required.
• Assist the VBC Unit in any matter related to the development of clinical services relevant to the job.

Job Requirement

• Education: Diploma or Bachelor’s degree in Business Administration / Healthcare Administration / Management / Information Systems / related fields (or equivalent).
• Experience: Minimum 3–5 years experience in executive support/administration or project coordination (healthcare setting preferred).
• Strong experience in meeting secretariat work (agenda preparation, minutes, action tracking).
• Proficient in Microsoft Office (Excel/PowerPoint/Word/Outlook) and collaboration tools (Teams/SharePoint).
• Experience coordinating multiple stakeholders and handling confidential documents professionally.
• High level of integrity, professionalism, and discretion in handling confidential matters.
• Reliable with strong follow‑through and accountability for tasks.
• Able to remain composed, organised, and responsive under pressure while managing multiple tasks and stakeholders.
• Detail‑oriented with structured documentation practices.
• Good interpersonal skills with ability to support and coordinate without conflict.
• Ability to work independently with minimal supervision.