Sub-Manager - Japanese Speaker

COTOVIA PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A healthcare provider in Singapore is seeking a Japanese Speaking Clinic Supervisor to assist in daily operations and supervise staff. The role requires operational support, medical interpretation, and leadership capabilities. Applicants should have a Bachelor's Degree in a relevant field and at least 3 years of experience in a clinical setting, with fluency in both Japanese and English being mandatory. This position also involves maintaining high standards of patient care and supporting staff performance.

Benefits

Competitive Salary

Professional development opportunities

Annual leave and off-days

Qualifications

• Native or near-native fluency in Japanese and professional working proficiency in English.
• 3-5 years of experience in a clinical setting, with 1-2 years in a leadership role.
• Proficiency in EMR systems is advantageous.

Responsibilities

• Supervise daily operations and enforce clinic policies.
• Serve as Medical Interpreter between Japanese and English speakers.
• Conduct routine quality checks to ensure standards of care.

Skills

Fluent in Japanese

Problem-solving skills

Customer service orientation

Team leadership

Education

Bachelor's Degree in Healthcare Administration, Business Administration, Nursing, Public Health, or related field

Tools

Electronic Medical Record (EMR) systems

Job description

This job description is comprehensive and clearly outlines the responsibilities of a Clinic Manager. To adapt it for a Supervisor-level role, the key is to shift the focus from strategic, high-level oversight and sole accountability for the entire clinic's performance to direct team guidance, task execution, and supporting the Manager.

The Supervisor will primarily be responsible for the day-to-day enforcement of policies and the direct supervision of staff within their scope, reporting directly to the Clinic Manager.

Here is the revised job description for a Japanese Speaking Clinic Supervisor (Operations & Interpretation):

Japanese Speaking Sub-Manager (Operations & Interpretation)

We are seeking a highly motivated and detail-oriented Japanese Speaking Sub Manager to assist the Clinic Manager in the daily operations, directly supervise front-line staff, and serve as a Medical Interpreter. This role requires a blend of operational support, direct team leadership, basic human resource functions, and fluency in both Japanese and English.

The Supervisor reports to the Clinic Manager and plays a crucial role in ensuring adherence to established clinic standards and delivering exceptional service to our Japanese-speaking clientele.

I. Clinic Operations & Administration Support

This role involves supporting the Clinic Manager in the day-to-day running of the clinic, focusing on the execution and enforcement of established policies to ensure efficiency and high patient satisfaction.

Operational Support

• Implement and uphold established policies, procedures, and systems to ensure a smooth patient flow and enhance customer satisfaction.
• Maintain a good working knowledge of clinic services, procedures, billing processes, and various insurance coverages (cash-paying and panel clients) to assist staff with seamless transactions.
• Serve as a key user for the Clinic’s electronic medical record (EMR) and medicine systems, assisting staff with basic troubleshooting and training.
• Monitor and ensure staff adherence to established standards and work processes.
• Track and report on the inventory of adequate supplies, stationery, and well-maintained, functioning equipment.
• Conduct regular checks to maintain facility cleanliness and overall ambience.
• Assist the Clinic Manager with documentation and submission of RINGHISO procedures for purchasing.
• Draft and maintain updates for the monthly duty rosters for review by the Clinic Manager.
• Ensure the Policy and Procedure Manual is readily accessible and followed by the team.

Quality & Compliance Support

• Directly observe and coach team members on adhering to OMOTENASHI principles for superior customer service.
• Serve as the initial point of contact for minor complaints from team members, visitors, and patients, escalating complex issues to the Clinic Manager.
• Monitor and execute timely and appropriate responses to routine patient inquiries via email and LINE, guided by the Manager.
• Exercise effective problem identification and conflict resolution at the operational level, informing the Manager of all significant incidents.
• Collect and compile operational data, variances, incidents, and issues for the Manager’s regular review.
• Provide regular operational status updates and feedback to the Manager using the HORENSO communication structure.
• Ensure the team upholds patient rights and confidentiality.
• Immediately report any potential medical-legal issues to the Clinic Manager.

II. Medical Interpreter

The Supervisor will perform the duties of a Medical Interpreter to facilitate clear communication between Japanese and English speakers.

• Serve as a Medical Interpreter for patients, physicians, and clinic team members.
• Accurately and clearly convey complex medical information between speakers of Japanese and English languages, ensuring a high degree of fidelity and cultural sensitivity.
• Maintain patient confidentiality during all interpretation activities.
• Provide language support for clinic documentation and forms as needed.

III. Team Guidance & Supervision

This position requires a hands-on leader who can execute the Manager’s directives and provide direct support and guidance to the front-line team.

Communication & Direction

• Translate and communicate organizational goals, targets, and objectives to the front-line team as directed by the Manager.
• Clearly define daily and weekly expectations for the team.
• Provide immediate, constructive feedback to team members on service delivery and task execution.

Coaching & Development

• Lead operational segments of regular team meetings (e.g., daily huddles).
• Mentor and provide on-the-job coaching for team members on work processes.
• Maintain personal effectiveness under pressure and act as a calming, motivating influence.

IV. Team Performance Support

The Supervisor assists the Manager in maintaining high performance standards through direct oversight, training support, and basic performance monitoring.

Competency & Quality Assurance

• Conduct routine quality checks to ensure team member execution aligns with their job scope to deliver safe, efficient, and quality standards of care.

Staffing & Onboarding

• Support the Clinic Manager during the interview process as requested.
• Execute the operational orientation and on-the-job training for new team members, focusing on their specific job competencies and adherence to the Employee Handbook.

Monitoring & Evaluation

• Monitor and report on team members' attendance and adherence to duty schedules.
• Contribute relevant performance notes and daily observations for the Manager's use in formal evaluations.

Performance Improvement & Discipline

• Execute performance improvement plans as directed by the Manager.
• Provide initial coaching and verbal warnings for minor performance issues, documenting and reporting to the Manager.
• Assist the Manager in tracking goals, action plans, and follow-up for team member performance improvement.

Education & Experience Requirements

Education Requirements

• Primary: A Bachelor's Degree is the standard minimum requirement. Degrees in Healthcare Administration, Business Administration, Nursing, Public Health, or a related field are strongly preferred.
• Language: Native or near-native fluency in Japanese (verbal and written) and professional working proficiency in English (verbal and written) is mandatory.
• Experience: A minimum of 3-5 years of experience in a clinical or similar healthcare setting, with at least 1-2 years in a leadership or senior/lead role (e.g., Senior Clinic Assistant, Team Lead).

Advantageous Skills

• Proficiency with various Electronic Medical Record (EMR) systems.
• Prior formal training or certification in Medical Interpretation.

Working Hours:

8.30am~10.30pm (maximum 8 hours within clinic operating hours)

Off-Days: 8 off-days per month