Associate Executive, Operation Admin (I&I)

Khoo Teck Puat Hospital; Singapore; On-site; SGD 40,176 - 53,568; Full time

Job summary

Khoo Teck Puat Hospital is looking for an Associate Executive to join the Innovation & Improvement Office. You will provide secretariat support, coordinate meetings, manage communications and help with staff onboarding and office logistics.

Responsibilities include event planning for departmental programmes, asset management, and assisting with procurement and budgets. The role requires a Diploma and 2+ years in healthcare, with strong organisational and communication skills.

Qualifications

• Minimally hold a recognised Diploma in any discipline.
• More than 2 years of relevant working experience, preferably in the healthcare sector.
• Good written and communication skills.
• Proficiency in Microsoft Office.

Responsibilities

• Secretariat Support and Meeting Coordination: arrange facilities, minutes and agendas.
• Communication and Correspondence: manage emails and disseminate information.
• Office Administrative and Event Planning: assist with onboarding/offboarding, procurement and events.
• Support NHG Initiatives: assist in cluster-level programs and initiatives.
• Corporate Event Support: plan and support events as needed.

Skills

Organisational skills

Communication skills

Multitasking

Teamwork

Proactive

Education

Diploma

Tools

Microsoft Office

Job description

The Innovation & Improvement (I&I) Office plays a strategic role in positioning Khoo Teck Puat Hospital and Yishun Community Hospital (KTPH & YCH) for future success. I&I is dedicated to driving organisational changes that enhance the hospital’s ability to achieve its strategic objectives efficiently and effectively. I&I focuses on achieving superior outcomes in process, service and quality improvement through:

• Leveraging Data and Insights: Using data-driven approaches to support decision-making, assess performance gaps and guide improvement efforts.
• Facilitating Innovation: Encouraging and implementing new ideas that enhance operational efficiency, patient care and organisational effectiveness.
• Building Capabilities: Strengthening the hospital’s ability to continuously improve through training, coaching and structured methodologies.

The Associate Executive will provide secretariat support, act as a liaison between I&I Office and internal and external stakeholders, handling administrative tasks and event planning for I&I Office as assigned.

MAJOR DUTIES AND RESPONSIBILITIES

(A) SPECIFIC

• 1. Secretariat Support and Meeting Coordination
  • a. Coordinate with internal and external parties to ensure all meeting arrangements are in place.
  • b. Arrange for meeting facilities, equipment, and any other logistical needs.
  • c. Prepare meeting materials, disseminate meeting agendas and relevant documents, and write meeting minutes.
• 2. Communication and Correspondence
  • a. Manage emails and other forms of correspondence in I&I common accounts.
  • b. Ensure timely and accurate dissemination of information to relevant parties.
• 3. Office Administrative and Event Planning
  • a. Assist in the planning and execution of departmental/campus events such as monthly Innovation & Improvement engagement programmes, training, annual festival and department bonding activities.
  • b. Manage the department’s fixed assets (e.g. laptops), office equipment and inventory such as stationery.
  • c. Assist in the administrative support for the onboarding and offboarding of staff.
  • d. Assist with procurement, payment processes and tracking of programme fund expenditure.
  • e. Assist with other office administrative duties.
• 1. Support NHG Initiatives: Assist in new or revised NHG initiatives, programs, and events at the cluster level.
• 2. Corporate Event Support: Assist in the planning and support of corporate events as necessary.

JOB REQUIREMENTS

(A) EDUCATION, TRAINING AND EXPERIENCE

• Minimally hold a recognised Diploma in any discipline.
• More than 2 years of relevant working experience, preferably in the healthcare sector.
• Comfortable with uncertainty in work assignments.
• Good organisational skills, ability to multi-task and forward-thinking.
• Good written and communication skills.
• Proficiency in Microsoft Office.

(B) PERSONAL ATTRIBUTES

• Meticulous, resourceful and proactive.
• Good interpersonal skills with the ability to work as part of a team and independently, cross-functional collaboration and stakeholder management.