Associate Executive, Nursing Administration

Khoo Teck Puat Hospital; Singapore; On-site; SGD 36,000 - 58,000; Full time

Job summary

Khoo Teck Puat Hospital invites an Associate Executive to support nursing operations and administrative tasks within a dynamic healthcare setting. The role focuses on coordinating meetings, maintaining records, and facilitating communication across nursing departments and external bodies.

The successful candidate will bring administrative experience, strong coordination and communication skills, and a healthcare background to support patient care and hospital operations.

Qualifications

• GCE O/ A level or Diploma qualification.
• 2–3 years of relevant experience.
• Proficient in MS Office and independent work style.

Responsibilities

• Schedule appointments, interviews, meetings and room bookings for nursing administrators and staff.
• Coordinate and support Nursing Quality meetings and KPI sessions.
• Create virtual meeting IDs and facilitate meetings for Nursing Administrators and Supervisors.
• Maintain department filing system and handle correspondence and mail.

Skills

Administrative experience

Coordination

Communication skills

Healthcare background

Education

GCE O/A level or Diploma

Tools

MS Office

Job description

We are looking for an Associate Executive to support nursing operations and administrative functions in a dynamic healthcare environment.

• Administrative experience
• Healthcare background preferred
• Strong coordination and communication skills
• Meaningful work that supports patient care

The Associate Executive will be responsible to provide administrative support to all nursing departments and facilitate liaison functions between departments, hospitals, the Ministry of Health and external organizations.

MAJOR DUTIES AND RESPONSIBILITIES

(A) SPECIFIC

• Schedule appointments, interviews, meetings and booking rooms for all meetings for nursing administrators and other relevant nursing staff as needed.
• Schedule and send reminders for Inpatient Registered Nurse/Enrolled Nurses meeting, Nursing Quality meetings such as Nursing Quality Improvement, Key Performance Indicators, Unit Based Patient Safety Collaboration and NC/Clinical Care Champions meetings.
• Create Virtual meetings IDs and facilitate the meetings accordingly for Nursing Administrators and Supervisors, when necessary.
• Attend to all administrative matters in the department that include:
  • Answering calls, and communicate with relevant ones in relation to communication with Nursing Administration such as Human Resource staff, ward supervisors and staff and others,
  • Co-ordinate and help in distribution and circulation of correspondence, circulars, seminars, confirmation appraisal reports, etc
  • Generate monthly nurses rosters for all wards/ departments. and uploading to Intranet. This includes roster amendments.
• Establish and maintain department filing system for efficient work performance. This includes recording, scanning and despatching of all incoming and outgoing mails, staff request letters for approval from nursing administrators.
• Maintain office equipment, photocopier, fax machine, laptops, speakers
• Collate Balanced Scorecard from all wards / departments and print in colour for display in the ward.
• Collate and update Mass Casualty List and Staff Activation List quarterly.
• Co-ordinate training application forms for user department to attend internal/ external courses
• Collate and register nursing nominees for Courses, Seminars and Congress.
• Follow update on initiatives and programme e.
• Photo Album on Nurses images, Doctors names and Discipline for the Patient Information Panel and casenote labels and casenote spines
• Ordering of PCN Cards for existing nurses and arrangement for payments.
• Distribution of items to wards/departments like PCN cards, pamphlets and gifts.

(B) DEPARTMENT I GENERAL LEVEL

• Carry out other assignments or ad hoc projects as and when assigned by nursing administrators or supervisors
• Exercise economy and care in the use of equipment and supplies
• Support the hospital by participating actively in the various activities organized by the hospital
• Work in co-operation with other departments in the discharge of their duties
• Provide coverage for department secretary when necessary

EDUCATION, TRAINING AND EXPERIENCE

• GCE ‘O’ / ‘A’ level, preferably with PSC qualification or Diploma
• At least 2 – 3 years of relevant experience
• Knowledge of MS Office
• Ability to work efficiently and independently