Associate Executive, Nursing Admin

KHOO TECK PUAT HOSPITAL PTE. LTD.; Singapore; On-site; SGD 29,000 - 42,000; Full time

Job summary

Khoo Teck Puat Hospital in Singapore seeks an administrative support specialist for Nursing Administration. The role provides administrative support to nursing departments and facilitates communication between departments, hospitals, the Ministry of Health, and external organizations.

You will coordinate calendars, meetings, rosters, mailing, and records, while ensuring timely submissions and smooth discharge of duties across wards and departments.

Qualifications

• Knowledge of MS Office to perform administrative and coordination tasks efficiently.
• Ability to work efficiently and independently to manage multiple responsibilities and deadlines.

Responsibilities

• Schedule appointments, interviews, meetings, and book rooms for nursing staff.
• Schedule and send reminders for nursing meetings to ensure timely participation.
• Create virtual meeting IDs and facilitate virtual meetings for Nursing Administrators and Supervisors.
• Answer calls and communicate with Human Resource staff, ward supervisors, and nursing staff.
• Coordinate distribution and circulation of correspondence, circulars, seminars, and appraisal reports.
• Generate and upload monthly nurse rosters for all wards and departments on the Intranet, including roster amendments.
• Maintain an organized filing system by recording, scanning, and dispatching mails and staff letters.
• Maintain office equipment to ensure operational readiness.
• Collate Balanced Scorecard data from wards and print for ward display.
• Update Mass Casualty and Staff Activation Lists quarterly for emergency preparedness.
• Coordinate training application forms for nursing staff to attend courses.
• Register nursing nominees for courses, seminars, and congresses.
• Update initiatives such as photo albums and patient information panels for accuracy.
• Order PCN cards for nurses and arrange payments.
• Distribute PCN cards, pamphlets, and gifts to wards and departments.
• Provide coverage for the department secretary when needed to maintain continuity.
• Collaborate with other departments to support cross-departmental cooperation.

Skills

MS Office proficiency

Independent worker

Education

GCE O'/A' level, PSC qualification or Diploma

2-3 years healthcare admin experience

Job description

Company Overview

Khoo Teck Puat Hospital (KTPH) is a 659-bed general and acute care hospital serving over 700,000 people in northern Singapore. It combines medical expertise with personalized care in a green, award-winning facility designed for patient comfort and efficient service.

Job Summary

The role provides administrative support to nursing departments and facilitates communication between departments, hospitals, the Ministry of Health, and external organizations.

Responsibilities

• Schedule appointments, interviews, meetings, and book rooms for nursing administrators and nursing staff to ensure smooth coordination
• Schedule and send reminders for nursing meetings including Inpatient Registered Nurse/Enrolled Nurse meetings and Nursing Quality meetings to maintain timely participation
• Create virtual meeting IDs and facilitate virtual meetings for Nursing Administrators and Supervisors as needed
• Answer calls and communicate effectively with Human Resource staff, ward supervisors, and nursing staff to support Nursing Administration
• Coordinate distribution and circulation of correspondence, circulars, seminars, and appraisal reports to relevant nursing personnel
• Generate and upload monthly nurse rosters for all wards and departments on the Intranet, including managing roster amendments
• Establish and maintain an organized filing system by recording, scanning, and dispatching incoming and outgoing mails and staff request letters for nursing administrator approval
• Maintain office equipment such as photocopiers, fax machines, laptops, and speakers to ensure operational readiness
• Collate Balanced Scorecard data from wards and departments and print in color for ward display to support performance monitoring
• Update and collate Mass Casualty and Staff Activation Lists quarterly to ensure current emergency preparedness information
• Coordinate training application forms for nursing staff to attend internal and external courses, ensuring timely submission
• Collate and register nursing nominees for courses, seminars, and congresses to support professional development
• Update initiatives such as photo albums for Nurses' images, Doctors' names and disciplines for Patient Information Panels and case note labels/spines to maintain accurate information
• Order PCN cards for existing nurses and arrange payments to ensure staff identification needs are met
• Distribute items such as PCN cards, pamphlets, and gifts to wards and departments to support nursing operations
• Perform other assignments or ad hoc projects as assigned by nursing administrators or supervisors to support department goals
• Exercise economy and care in the use of equipment and supplies to optimize resources
• Actively participate in hospital activities to support organizational culture and teamwork
• Collaborate with other departments to facilitate smooth discharge of duties and cross-departmental cooperation
• Provide coverage for the department secretary when necessary to maintain administrative continuity

Required competencies and certifications

• Knowledge of MS Office to perform administrative and coordination tasks efficiently
• Ability to work efficiently and independently to manage multiple responsibilities and deadlines

Preferred competencies and qualifications

• GCE 'O' / 'A' level, preferably with PSC qualification or Diploma
• At least 2-3 years of relevant administrative experience in a healthcare or nursing environment