Polyclinic Operations Specialist — Healthcare Admin

National University Health System; Singapore; On-site; SGD 42,000 - 62,000; Full time

Benefits offered by this job

5.5-day work week

Job summary

National University Health System in Singapore is seeking an Executive, Polyclinic Operations to support quality primary healthcare delivery. The role involves coordinating clinic operations, administration, facilities management, procurement, staff coordination, and process improvement across polyclinic services.

You will work with multidisciplinary teams to ensure smooth day‑to‑day operations, maintain training records, manage budgets, liaise with vendors, and contribute to patient‑centred

Qualifications

• Diploma in any discipline.
• 2–3 years of administrative, operations, or coordination experience.
• Strong organisational skills with keen attention to detail.
• Excellent interpersonal, communication, and stakeholder management skills.
• Resourceful, proactive, and able to manage multiple priorities effectively.
• Proficient in Microsoft Office applications.
• Able to commit to a 5.5-day work week.

Responsibilities

• Support the smooth running of daily clinic operations and administrative functions.
• Maintain staff training records and databases, ensuring training requirements and certifications are tracked.
• Monitor clinic budget utilisation and assist in preparing financial reports and expenditure projections.
• Coordinate procurement activities for equipment, supplies, and services, including sourcing quotations, purchase requests, and inventory management.
• Manage document digitisation and electronic record-keeping to support efficient information management.
• Process staff claims and reimbursements accurately and in a timely manner.
• Oversee procurement, issuance, stock-taking, and write-off of nursing consumables and inventory.
• Monitor inventory levels and ensure adequate stock availability to support clinical operations.
• Conduct regular inventory audits and reconciliations to maintain inventory accuracy and accountability.
• Coordinate facility maintenance requests and follow up with vendors to ensure timely resolution of issues.
• Serve as the liaison between the clinic and external service providers, including cleaning and housekeeping vendors.
• Support the management and upkeep of patient education materials throughout the clinic.
• Coordinate bookings and utilisation of clinic facilities, meeting rooms, and health promotion spaces.
• Support internal departments and community partners with event and space planning arrangements.
• Work with stakeholders to ensure resources and facilities are optimally utilised.
• Participate in operational improvement initiatives and process enhancement projects.
• Support ad-hoc assignments and special projects that contribute to service excellence and organisational goals.
• Manage petty cash claims and other administrative responsibilities.

Skills

Organisational skills

Interpersonal communication

Stakeholder management

MS Office

Detail oriented

Education

Diploma in any discipline

Job description

National University Health System in Singapore is seeking an Executive, Polyclinic Operations to support quality primary healthcare delivery. The role involves coordinating clinic operations, administration, facilities management, procurement, staff coordination, and process improvement across polyclinic services.

You will work with multidisciplinary teams to ensure smooth day‑to‑day operations, maintain training records, manage budgets, liaise with vendors, and contribute to patient‑centred