Nursing Admin Assistant
Since 1958, St John's Home has been a trusted Sheltered Home for seniors under the Ministry of Social and Family Affairs (MSF). As we transition into a Nursing Home under the Ministry of Health (MOH), we are expanding our team and invite a meticulous, organised Nursing Admin Assistant to join us. This is a unique opportunity to be part of a meaningful transformation in healthcare.
Duties & Responsibilities
Reporting & Secretariat Support
Reporting to the Director of Nursing/Clinical Governance Officer.
Monitor, compile and submit accurate statistical and operational reports to government agencies (e.g. MOH, AIC), SJH Management and the Board within stipulated timelines.
Prepare and submit reports, correspondence, presentations and meeting minutes as directed by the Director of Nursing/Clinical Governance Officer.
Provide secretariat support for clinical meetings, trainings and other clinical initiatives (e.g. Infection Control Day…etc).
Compile and maintain key nursing indicators (e.g. falls, pressure injuries, infections and incidents) for management review, benchmarking and trend analysis.
Quality & Compliance
Assist Nurse Clinicians in conducting Quality Assurance Audits against the Home's nursing and medical care standards.
Collate audit findings, monitor corrective action plans and follow up on the implementation of improvement measures.
Support preparations for licensing inspections, regulatory reviews and external audits by ensuring required records, policies and documents are current, organised and readily available.
Maintain document control for clinical policies, procedures, guidelines and forms, ensuring only the latest approved versions are in circulation.
Maintain records of incident reports and ensure timely submission to the relevant authorities and stakeholders in accordance with reporting requirements.
Resident Care Coordination
Collate reports from clinical staff (Medical, Nursing and Therapy) and submit for Multidisciplinary Team Conferences (MDTs).
Prepare and coordinate resident review schedules with Locums, Visiting Clinicians and Clinical Volunteers, including the preparation and verification of review documentations before submission.
Maintain accurate resident records relating to admissions, transfers, hospitalisations, discharges and deaths, ensuring timely updates in relevant systems.
General Administration
Maintain and update duty rosters for clinical staff, ensuring all roster changes are recorded promptly.
Assist as a secondary checkpoint in monitoring nursing staff licence renewals, SNB Practising Certificates, mandatory training requirements and work pass expiry dates, and provide timely reminders to staff.
Support the onboarding of new nursing staff through the preparation of documentation, arrangement of system access and coordination of orientation programmes.
Perform any other duties and responsibilities as assigned by the CEO or Director of Nursing/Clinical Governance Officer.
QUALIFICATIONS & REQUIREMENTS:
Education
- Diploma in any discipline.
- Candidates with GCE ‘A’ Level, Nitec / Higher and relevant experience are also welcome to apply
Experience
- At least 1–2 years of administrative or secretarial experience.
- Experience in a nursing home, hospital, clinic or other healthcare setting is an advantage.
- Familiarity with nursing rosters, medical records or healthcare reporting is a plus.
Technical Skills
- Proficient in Microsoft Office, especially Excel (data entry, simple formulas, tables) and Word.
- Able to compile statistics and prepare clear, accurate reports.
Personal Attributes
- Meticulous and organised, with strong attention to detail.
- Able to multitask, prioritise and meet deadlines.
- Good written and spoken English; ability to speak Mandarin or a dialect is an advantage when liaising with residents and families.
- Good interpersonal skills and able to work with staff at all levels.
- Discreet and able to handle confidential information i.e staff and residents information.
- Patient and caring, with a genuine interest in healthcare.