Associate Executive, Dental Operations & Administration

National Healthcare Group Polyclinics; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

National Healthcare Group Polyclinics—Dental Services is seeking an operational and administrative support professional to coordinate day-to-day activities across dental clinics and headquarters, ensuring smooth operations and adherence to regulatory standards.

The role involves managing calendars for the Director and Deputy Director, providing meeting secretarial support, processing claims, and preparing operational reports.

Qualifications

• Strong organisational and coordination abilities with the capacity to manage multiple priorities.
• Excellent interpersonal and communication skills to engage stakeholders effectively.
• Detail-oriented, proactive, and resourceful in a dynamic healthcare setting.
• Proficient in Microsoft Office applications for reporting and documentation.
• Healthcare operations experience is preferred.

Responsibilities

• Coordinate scheduling and calendar management for senior leaders (Director & Deputy Director).
• Provide secretarial support for department meetings, including minutes and follow-ups.
• Process claims and payments and analyse operational data.
• Maintain accurate departmental documentation and IT assets; manage access and updates to policies.
• Coordinate onboarding/postings for Dental Officers and liaise with internal/external stakeholders to support operations.

Skills

Organisational & coordination skills

Interpersonal & communication skills

Detail-oriented & proactive

Teamwork & independent work

Microsoft Office

Education

Diploma in Business Administration

Diploma in Healthcare Management

Tools

Microsoft Office

Job description

You will provide operational and administrative support to dental clinics and headquarters functions within NHGP, Dental Services, ensuring smooth day-to-day operations, effective coordination across stakeholders, and compliance with regulatory and organisational standards. The role requires strong organisational ability and the capacity to manage multiple workstreams in a dynamic healthcare environment.

What You'll Do:

Operations & Administration

• Manage scheduling and coordination of the Director's and Deputy Director's calendars
• Provide secretarial support for department meetings, including preparation and minutes taking
• Process claims and payments
• Prepare and analyse operational data and reports
• Maintain accurate and up-to-date departmental documentations
• Handle medico-legal documentation and support service recovery cases

Coordination & Stakeholder Support

• Coordinate bi-annual onboarding and postings of Dental Officers (DOPEX)
• Liaise with internal and external stakeholders (e.g. HR, IT, MOHH) to support operational needs
• Respond to staff queries and provide administrative support to the department
• Coordinate training programmes, including logistics, scheduling and attendance tracking
• Plan and support departmental events, meetings, and activities

Compliance, Systems & Asset Management

• Maintain equipment records, servicing schedules, and license renewals
• Support radiation badge (TLD) collection and exchange in accordance with regulatory requirements.
• Track equipment issues and prepare regular reports on breakdowns
• Support audits and ensure compliance with documentation and quality standards
• Maintain IT assets and staff access systems
• Update and maintain departmental policies, procedures and work instructions

Additional responsibilities:

• Support financial tracking and monitoring
• Conduct supplier performance reviews and assist in contract renewals

What we are looking for ;

• Diploma in Business Administration, Healthcare Management, or related discipline
• Relevant experience in healthcare operations or administrative roles preferred
• Strong organisational and coordination skills with the ability to manage multiple priorities
• Good interpersonal and communication skills to engage stakeholders effectively
• Detail-oriented, proactive, and resourceful
• Ability to work independently and as part of a team
• Proficient in Microsoft Office applications