Admin Executive (Nursing)
Your tasks
1. Manpower Administration, Attendance& Payroll Coordination
- Maintain and update staff leave application and ensure supported with documentation.
- Verify attendance records against duty roster, attendance systems, and actual working hours.
- Ensure overtime claims are properly verified and approved prior to payroll submission.
- Manage and consolidate monthly payroll-related records for more than 100 full-time Nursing staff and locum/agency staff.
- Liaise closely with HR Department regarding payroll submissions, discrepancies, attendance clarifications, leave reconciliation, and manpower records.
2. Procurement, Consumables &Inventory Management
- Manage the overall procurement and inventory processes for the Nursing Department.
- Monitor nursing supplies inventory and ensure adequate stock levels are maintained at all times.
- Liaise directly with vendors and suppliers regarding quotations, ordering, deliveries, replacements, discrepancies, and procurement-related matters.
- Process purchase requests and ensure timely ordering of nursing consumables, medical supplies, and operational items.
- Coordinate receiving of goods and ensure delivered items are verified against purchase orders and invoices.
3. Invoice Verification & Financial Administration
- Verify invoices submitted by vendors against delivered goods, approved quotations, and purchase orders.
- Liaise with Finance Department regarding invoice discrepancies, pending payments, missing documents, or procurement clarifications.
4. Training, Compliance & Staff Certification Tracking
- Maintain and monitor staff training, competency, and certification trackers.
- Support coordination of staff orientation, in-service training sessions, competency assessments, and refresher programmes.
- Audit preparation and ensure training/compliance records remain organised and up-to-date.
5. Staff Escort & Operational Coordination
- Maintain staff escort tracker for hospital appointments, external reviews, investigations, or operational escort duties.
- Assist in coordinating operational manpower deployment where required.
6. Medication Collection & Pharmacy Coordination
- Maintain medication collection tracker (except Controlled Drugs) from pharmacies and external healthcare providers.
- Coordinate with pharmacy vendors and Nursing staff regarding medication collection matters.
7. Meetings, Documentation &Administrative Coordination
- Prepare and circulate meeting minutes and ensure all staff do read them by obtaining their signatures.
8. New Staff Onboarding Coordination
- Coordinating onboarding arrangements for newly joined Nursing staff.
9. Quality Improvement, Audits & Licensing Support
- Assist Nursing leaders in preparing reports, trackers, memos, notices, and audit-related documents.
- Support Continuous Quality Improvement (CQI) activities, nursing quality initiatives, licensing inspections, and audit preparations.
Requirements
Job Requirement
- Diploma education
- 3 years' experience in supporting Technical or Operations administratively
- Good sense of priority and an eye for details
- Computer savvy
Other
Others 5 days week Location: Changi