Admin Executive (Nursing)

PANCARE MEDICAL CLINIC; Singapore; On-site; SGD 40,000 - 67,000; Full time

Job summary

PANCARE MEDICAL CLINIC is seeking a hands-on Manpower Administration, Attendance & Payroll Coordinator in Singapore. The role handles payroll for 100+ nursing staff, procurement, training tracking, onboarding, and quality/compliance tasks within a hospital setup.

The position requires a Diploma and at least 3 years of administrative experience in technical or operations support, with strong attention to detail and computer literacy. Location is Changi with a 5-day work week.

Qualifications

• Diploma education is required.
• 3 years' experience in supporting Technical or Operations administratively.
• Good sense of priority and an eye for details.
• Computer savviness and proficiency with standard office software.

Responsibilities

• Maintain and update staff leave applications with proper documentation.
• Verify attendance against roster, attendance systems and actual hours.
• Ensure overtime claims are verified and approved before payroll submission.
• Consolidate payroll records for 100+ nursing staff and locum/agency staff.
• Coordinate payroll submissions with HR and resolve discrepancies.
• Manage procurement and inventory for Nursing Department; monitor stock levels.
• Liaise with vendors on quotations, ordering, deliveries, discrepancies, and procurement.
• Process purchase requests and ensure timely ordering of consumables and medical supplies.
• Coordinate receipt of goods and verify items against PO and invoices.
• Verify vendor invoices against deliveries and POs; liaise with Finance on discrepancies.
• Support staff training tracking, orientations, and competency assessments.
• Assist in onboarding arrangements for new Nursing staff.
• Assist with CQI activities, licensing inspections, and audit preparations.
• Prepare and circulate meeting minutes and obtain signatures.

Skills

Attention to detail

Computer literacy

Education

Diploma

Job description

1.Manpower Administration, Attendance& Payroll Coordination

• · Maintain and update staff leave application and ensure supported with documentation.
• · Verify attendance records against duty roster, attendance systems, and actual working hours.
• · Ensure overtime claims are properly verified and approved prior to payroll submission.
• · Manage and consolidate monthly payroll-related records for more than 100 full-time Nursing staff and locum/agency staff.
• · Liaise closely with HR Department regarding payroll submissions, discrepancies, attendance clarifications, leave reconciliation, and manpower records.

2.Procurement, Consumables &Inventory Management

• · Manage the overall procurement and inventory processes for the Nursing Department.
• · Monitor nursing supplies inventory and ensure adequate stock levels are maintained at all times.
• · Liaise directly with vendors and suppliers regarding quotations, ordering, deliveries, replacements, discrepancies, and procurement-related matters.
• · Process purchase requests and ensure timely ordering of nursing consumables, medical supplies, and operational items.
• · Coordinate receiving of goods and ensure delivered items are verified against purchase orders and invoices.

3.Invoice Verification & Financial Administration

• · Verify invoices submitted by vendors against delivered goods, approved quotations, and purchase orders.
• · Liaise with Finance Department regarding invoice discrepancies, pending payments, missing documents, or procurement clarifications.

4.Training, Compliance & StaffCertification Tracking

• · Maintain and monitor staff training, competency, and certification trackers.
• · Support coordination of staff orientation, in-service training sessions, competency assessments, and refresher programmes.
• · Audit preparation and ensure training/compliance records remain organised and up-to-date.

5.Staff Escort & Operational Coordination

• · Maintain staff escort tracker for hospital appointments, external reviews, investigations, or operational escort duties.
• · Assist in coordinating operational manpower deployment where required.

6.Medication Collection & Pharmacy Coordination

• · Maintain medication collection tracker (except Controlled Drugs) from pharmacies and external healthcare providers.
• · Coordinate with pharmacy vendors and Nursing staff regarding medication collection matters.

7.Meetings, Documentation & Administrative Coordination

• · Prepare and circulate meeting minutes and ensure all staff do read them by obtaining their signatures.

8.New Staff Onboarding Coordination

• · Coordinating onboarding arrangements for newly joined Nursing staff.

9.Quality Improvement, Audits & Licensing Support

• · Assist Nursing leaders in preparing reports, trackers, memos, notices, and audit-related documents.
• · Support Continuous Quality Improvement (CQI) activities, nursing quality initiatives, licensing inspections, and audit preparations.

Job Requirement:

• * Diploma education
• * 3 years' experience in supporting Technical or Operations administratively
• * Good sense of priority and an eye for details
• * Computer savvy

Others:

• 5 days week
• Location: Changi