Operations Associate (Bendemeer)

The National Kidney Foundation (NKF) is dedicated to promoting kidney health and providing quality, highly subsidised dialysis treatment and holistic care to patients. NKF strives to be an advocate and integrator for the community, by the community. While supporting kidney failure patients with quality dialysis treatment and integrated care, NKF’s greater mission lies in preventing or delaying kidney failure through kidney health education, with deeper integration into the community and strategic collaborative partnerships.

As NKF moves towards its Future Forward 2030 vision, the Foundation remains committed to pioneering advancements in kidney health and patient care. Key goals include tackling the growing prevalence of kidney failure, enhancing patient support and care, and leveraging innovative technologies to improve quality and efficacy of treatment, enabling patients to thrive on dialysis. With a steadfast focus on these initiatives, NKF aims to be at the forefront of kidney health in Singapore.

We are seeking a dynamic and motivated Operations Associate to join the Property & Facilities team. Reporting to the Operations Executive, you will manage all the non-clinical tasks of the Dialysis Centres (DCs) that are assigned to you. You will be the first responder for operational challenges at the DC, ensuring delivery of consistently high service standards to patients. Your responsibilities are as follows:

1. Facility, Reception, and Environmental Management

• Maintain cleanliness of patient areas, including waiting rooms, reception, and storerooms.

• Oversee vendor tasks (e.g., high-dusting, biohazard disposal, empty canister collection).

• Handle reception duties: phone calls, visitor logs, and crowd control.

• Conduct checks for mosquito breeding and manage building upkeep.

2. Administrative and Records Management

• Create and maintain patient case files (current/old/new) and manage Logistic termination/transfer cases.

• Maintain staff records (e.g., biodata, licenses, training records).

• Update key documentation: evacuation plans, consignment notes, and call trees.

• Sort and organize incoming mail.

3. Equipment, IT, and Stock Management

• Ensure proper functioning of DC equipment (phones, photocopiers, scanners, etc.).

• Report and follow up on IT issues.

• Manage stock inventory, including medical supplies, drugs, and general consumables.

• Handle purchase orders, invoices, and stock replenishment.

4. Finance and Patient Support

• Reconcile drug consumption and dialysis session reports.

• Assist with patient billing: distribute invoices, collect payments, and address queries.

• Support Finance with petty cash claims and fixed asset audits.

• Distribute patient benefits (e.g., EZ-Link top-ups, vouchers).

5. General and Ad-Hoc Duties

• Maintain notice boards, feedback forms, and nursing forms.

• Prepare gift declarations and handle documentation for compliance.

• Perform additional tasks assigned by supervisors.

Qualifications

• At least GCE ‘O’ / ’A’ level or ITE in office skills

• Preferably with Diploma in Business Admin

• PC literate in Microsoft Office

Experience

• At least 1 to 2 years’ working experience

• Prior working experience in a healthcare setting will have added advantage

Key Competencies

1. Organizational and Time Management Skills

   • Ability to manage multiple tasks, such as maintaining records, overseeing stock, and coordinating with different departments.

   • Strong organizational skills ensure the smooth operation of the dialysis center, allowing social workers to prioritize tasks efficiently and meet deadlines without compromising patient care.

2. Communication and Interpersonal Skills

   • Clear verbal and written communication to interact with patients, staff, and external stakeholders effectively.

   • Good communication builds trust and rapport with patients and ensures accurate information exchange with colleagues and vendors.

   • Ability to speak local dialects will be advantageous

3. Attention to Detail

   • Precision in updating patient records, stock reconciliation, and financial reports.

   • Ensures accuracy in documentation and avoids errors that could impact patient care or financial management.

4. Problem-Solving Skills

   • Ability to resolve issues related to IT, equipment maintenance, or patient queries.

   • Enables the social worker to address challenges promptly, ensuring the center’s operations run without disruptions.

5. Technical Proficiency

   • Familiarity with software like CRM and Oracle for managing records and stock.

   • Technical skills streamline administrative processes and reduce the time spent on routine tasks, enhancing overall efficiency.

Personal Attributes

1. Empathy and Compassion

   • Sensitivity to the needs and feelings of patients, especially those undergoing dialysis.

   • Empathy helps in building meaningful connections with patients, making them feel supported and cared for during their treatment journey.

2. Adaptability and Resilience

   • Ability to handle unexpected situations, such as equipment breakdowns or urgent patient needs.

   • Adaptability ensures the social worker can stay calm and resourceful under pressure, maintaining a high level of service.

3. Team Player

   • Willingness to collaborate with nursing staff, finance, and other departments.

   • Promotes a cohesive work environment, ensuring seamless coordination and better support for patients.

4. Integrity and Professionalism

   • Upholding confidentiality, ethical standards, and accurate reporting.

   • Builds trust with patients and colleagues, ensuring compliance with organizational policies and legal requirements.

5. Proactive Mindset

   • Initiative to identify areas for improvement or potential issues before they arise.

   • Being proactive helps the social worker anticipate needs and address them early, ensuring the center operates efficiently and patients receive timely support.

Work Location (Multiple DCs Islandwide)

• DC: Blk 43 Bendemeer Road, #01-1018, Singapore 330043 (KLA DC)