Executive Assistant, Service and Operations (Clinic) - 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.