Administrative Executive

Buddhist Compassion Relief Tzu-Chi Foundation (Singapore); Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A healthcare organization in Singapore is seeking an Administrative Executive for their Traditional Chinese Medicine clinic. The candidate will oversee inventory management, maintain records, and ensure compliance with regulatory standards. Minimum diploma and at least 2 years of administrative experience in healthcare are required. Proficiency in MS Office and fluency in Mandarin and English are essential for engaging with diverse clients.

Qualifications

• 2 years of experience in an administrative role, preferably in healthcare.
• Basic understanding of financial and budgeting processes.
• Diligent, meticulous, and willing to learn.

Responsibilities

• Oversee inventory of TCM herbs and medicines.
• Ensure optimal stock levels and manage procurement processes.
• Maintain accurate records of prescriptions and inventory.

Skills

Administrative work

Fluent in Mandarin and English

Strong organization and multitasking

Interpersonal and communication skills

Education

Minimum Diploma

Tools

MS Office (Word, Excel, PowerPoint)

Job description

The Administrative Executive at a Traditional Chinese Medicine (TCM) clinic plays a crucial role in ensuring the smooth operation of the clinic. The job scope typically includes a combination of administrative, pharmacy operational responsibilities.

Job Descriptions

• Oversee the inventory of TCM herbs, medicines, and supplies.
• Ensure that stocks are maintained at optimal levels, monitor expiration dates, and manage procurement processes.
• Monitor the quality and authenticity of TCM herbs and medicines, adhering to regulatory standards and clinic policies.
• Maintain accurate records of prescriptions, patient information, and inventory to meet regulatory requirements and for audit purposes.
• Streamline pharmacy operations to improve efficiency, reduce waiting times, and enhance patient satisfaction.
• Oversee the work of Chinese Medicine Pharmacist and volunteer assistants, ensuring they adhere to protocols and maintain high standards of practice.
• Conduct or organize training sessions for Pharmacist and volunteer assistants to keep them updated on the latest TCM practices, pharmacy operations, and customer service skills.
• Work closely with TCM practitioners to ensure seamless coordination between prescription, and dispensing.
• Work closely with the suppliers of TCM herbs and products to negotiate terms and ensure a steady supply of quality materials.
• Manage vendor quotations, prepare and submit purchase documents, track monthly documentation, and coordinate with vendors for deliveries

Job Requirements

• Minimum Diploma
• Minimum 2 years of experience in performing administrative work, preferably in the healthcare industry
• Proficiency in MS Office (Word, Excel, PowerPoint)
• Basic understanding of financial and budgeting processes
• Strong organisation and multitasking abilities
• Diligent, meticulous, and willing to learn
• Possess good interpersonal & communication skills
• Good team player
• Fluent in Mandarin and English to engage with only Mandarin-speaking clients as well as only English-speaking clients