Executive Assistant, Service and Operations

National University Polyclinics; Singapore; On-site; SGD 30,000 - 40,000; Full time

Job summary

A healthcare institution in Singapore is seeking an Administrative Executive to support daily operations at the polyclinic. The role involves managing training records, overseeing budget processes, procurement, and inventory management, as well as supervising administrative staff. The ideal candidate has a polytechnic diploma and 2-3 years of experience in a similar role. Strong organizational, communication, and coordination skills are essential, and the position requires a commitment to a 5.5-day work week.

Qualifications

• At least 2-3 years of general administrative experience.
• Able to commit to a 5.5 days work week.

Responsibilities

• Assist in ensuring the efficiency of daily operations in the polyclinic.
• Maintain training records and databases for clinic staff.
• Monitor clinic budget expenditures and prepare reports.
• Oversee procurement processes for clinic equipment and supplies.
• Compile facility maintenance requests and coordinate with vendors.
• Manage order collation and inventory of nursing consumables.
• Supervise administrative assistants and ensure clear direction.
• Act as liaison for cleaning and housekeeping needs.
• Coordinate bookings for clinic facilities and rooms.

Skills

Meticulous administration skills

Coordination skills

Organizational skills

Strong communication skills

Interpersonal skills

Ability to multi-task

Education

Polytechnic diploma in any field

Job description

You will assist in ensuring the efficiency of daily operations in the polyclinic, which includes

Clinic Administration

• Maintain detailed training records and databases for all clinic staff members. Track training progress, certifications, and requirements.
• Closely monitor clinic budget expenditures. Prepare regular financial reports and projections for leadership. Ensure spending aligns with budgets.
• Oversee procurement and purchasing processes for clinic equipment, supplies, and services. Obtain quotes, place orders, manage inventories.
• Compile facility maintenance requests, orders, and reports. Coordinate with vendors to resolve issues. Document all repairs and maintenance completed.
• Perform digital archiving of clinic documents, reports, and records. May oversee digitization of patients related medical documents.
• Assist Executives and team with reimbursements and claims in a timely manner with proper submission.

Inventory Management

• Manage order collation / purchase / issuance / write off of the nursing consumables inventory and storeroom. Track and monitor stock levels.
• Conduct regular audits of nursing consumables inventory. Reconcile actual stock against recorded amounts. Report discrepancies.

Staff Supervision

• Supervise, support, and assign duties to administrative assistants.
• Ensure administrative staff have clear direction, resources, and support to fulfil responsibilities.

Facility Maintenance / Patients’ Families Education Materials Management (PFEM)

• Serve as liaison between clinic leadership and vendors for cleaning, janitorial and housekeeping needs.
• Manage patient education posters, brochures, and videos throughout the clinic. Maintain organized resources.

Space Planning

• Coordinate and manage bookings for clinic facilities and rooms.
• Support departments and community partners in booking clinic's health promotion spaces and rooms. Arrange logistics as needed.

You are also required to manage petty cash claims/reimbursement and any other ad-hoc duties as assigned by ROs

Requirements

• Polytechnic diploma graduates in any field with at least 2-3 years of general administrative experience
• Meticulous and with strong administration, coordination, and organizational skills
• Strong communications and interpersonal skills.
• A team player who can multi-tasks but also able to work independently in a fast paced and dynamic environment.
• Able to commit to 5.5 days work week.