Operations & Admin Executive

About the company

Diabetes Singapore (DS) is a charity and registered social service agency. At DS, we are dedicated to the fight against diabetes. We are committed to providing education, care, and support to people with diabetes, their families, and the wider community. Join our skilled team and make a tangible difference in the lives of those affected by this condition.

Your tasks

You will run our Boon Keng centre and the mobile bus deployments that take our screening out to GP clinics and the community. It is a hands-on role for someone who plans ahead, takes ownership of their responsibilities, and keeps our records and reports accurate so that management can rely on them.

Centre Operations and Patient Experience

1. Run the Boon Keng front desk: patient registration, appointments, records, and the enquiry inbox and phone line;
2. Keep our appointment book healthy; and
3. Manage the day-to-day running of the centre: supplies, equipment, serving as the first point of contact for inquiries via phone, email, and walk-ins, etc.

Mobile Bus Services Coordination

1. Act as the central point of contact for the Mobile Bus Services, managing the end-to-end coordination of schedules, locations, and logistics;
2. Coordinate and propose deployment rosters for nurses and drivers; work closely with management to finalise schedules and objectively resolve roster conflicts or deployment challenges;
3. Liaise effectively with external partners, including Primary Care Networks (PCNs), General Practitioners, and Clinic Assistants to ensure seamless service delivery; and
4. Manage fleet logistics to ensure operational readiness, including scheduling vehicle maintenance, servicing, and monitoring fuel usage.

Billing and Finance

1. Bill accurately at point of service, based on services delivered and the referral;
2. Prepare and verify initial invoicing and billing data for mobile bus and centre services, ensuring accuracy and timeliness before submission to the Finance department for final processing; and
3. Support Finance with Excel-based checks and reconciliations, and Xero entries.

Data and Reporting

1. Ensure timely data entry and keep operational data accurate and current across our systems;
2. Monthly data to be submitted on time to the PCNs we work with; and
3. Prepare monthly service performance reports and support data analysis for management.

Marketing Communications

1. Use AI and design tools to produce clear, well-made collateral (flyers, social posts, slides); and
2. Write short, direct copy for the public, GPs and partners.

Other duties as assigned by the Executive Director or Head of Services.

Helping at outreach events is welcome.

Requirements

• Diploma in business, operations, communications or a related field, or equivalent experience.
• Strong organisational skills for complex logistics. Must demonstrate the ability to systematically manage competing variables – for example, ensuring that a proposed roster change aligns with nurse availability, driver schedules, and vehicle maintenance windows simultaneously.
• Meticulous with data and billing.
• Solid Excel capabilities such as lookups, pivot tables, reconciliations, simple charts.
• Hands-on with AI or design tools such as Canva.
• Advanced digital fluency is mandatory. We require a candidate who is intuitively familiar with digital ecosystems (e.g., booking management systems, Xero, CRMs) and can operate independently without basic technical training. This includes the ability to leverage technology (such as Large Language Models) to enhance productivity, combined with the critical thinking skills to rigorously scrutinise and verify all automated outputs.
• Proven experience in operations coordination, rostering, or administrative support in a fast-paced environment.
• Proven strong customer service etiquette with the ability to maintain a professional demeanor in front of patients and stakeholders.
• Possesses the right mindset – values problem identification as much as solution delivery. We look for a candidate who anticipates operational gaps and diagnoses the right root causes to address, rather than simply reacting to symptoms.

Highly Desirable

• Demonstrated ability to structure conversations, emails, reports, or proposals with sound logic. We value candidates who can write cogently – producing communication that is clear, coherent, and reasoned.
• A reliable professional who works effectively as part of a team and independently.