Administrative Executive

Buddhist Compassion Relief Tzu-Chi Foundation (Singapore); Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

A leading organization in Traditional Chinese Medicine is seeking an Administrative Executive to ensure the efficient operation of their clinic. The role involves overseeing inventory, maintaining records, and providing training to staff, requiring strong organizational skills and proficiency in MS Office. Candidates with experience in the healthcare industry and the ability to speak Chinese are preferred for this dynamic position.

Qualifications

• Minimum 2 years in administrative tasks or 3 years as an administrative assistant.
• Proficient in MS Office and basic financial understanding.
• Chinese language skills preferred.

Responsibilities

• Oversee inventory of TCM herbs and manage procurement.
• Maintain patient information records and ensure compliance.
• Coordinate with TCM practitioners and manage supplier relationships.

Skills

Proficiency in MS Office

Strong organisation

Communication skills

Interpersonal skills

Education

Diploma in relevant field

Job description

An 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 Discriptions

• 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.
• Manage relationships with 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.

QUALIFICATIONS AND SKILLS

* Proficiency in MS Office (Word, Excel, PowerPoint) and administrative tools.
* 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
* Possess at least Diploma in relevant field.

*Prefer candidates who can speak and read Chinese, as these skills are required for the role.

Working Experience:
1. Minimum of 2 years of experience in performing administrative and clerical tasks , or
2. At least 3 years of experience as an administrative assistant, preferably within the healthcare industry.

For internal use only: 02