Executive Assistant, Service and Operations (Clinic)(3098) - National University Polyclinics

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.

We are seeking for candidates with the following 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.