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

Are you an organized, proactive, and people-oriented individual looking for a meaningful career in healthcare

Join our polyclinic team and play a vital role in supporting the delivery of quality primary healthcare services. As an Executive, Polyclinic Operations, you will be at the heart of clinic operations, working closely with multidisciplinary teams to ensure smooth day-to-day operations while contributing to an efficient and patient-centric healthcare environment. This role offers broad exposure to healthcare operations, administration, facilities management, procurement, staff coordination, and process improvement, making it an excellent opportunity for individuals who enjoy variety, problem-solving, and stakeholder engagement.

Key Responsibilities

Clinic Operations & Administration

• Support the smooth running of daily clinic operations and administrative functions.

• Maintain staff training records and databases, ensuring training requirements and certifications are accurately tracked.

• Monitor clinic budget utilisation and assist in preparing financial reports and expenditure projections.

• Coordinate procurement activities for equipment, supplies, and services, including sourcing quotations, purchase requests, and inventory management.

• Manage document digitisation and electronic record-keeping to support efficient information management.

• Process staff claims and reimbursements accurately and in a timely manner.

Inventory & Resource Management

• Oversee the procurement, issuance, stock-taking, and write-off of nursing consumables and inventory.

• Monitor inventory levels and ensure adequate stock availability to support clinical operations.

• Conduct regular inventory audits and reconciliations to maintain inventory accuracy and accountability.

Team Coordination & Staff Support

• Support and supervise administrative assistants in their daily responsibilities.

• Foster a positive and collaborative working environment by providing guidance and operational support to team members.

• Work closely with various stakeholders to ensure operational needs are met effectively.

Facilities & Vendor Management

• Coordinate facility maintenance requests and follow up with vendors to ensure timely resolution of issues.

• Serve as the key liaison between the clinic and external service providers, including cleaning and housekeeping vendors.

• Support the management and upkeep of patient education materials throughout the clinic.

Space Planning & Community Engagement

• Coordinate bookings and utilisation of clinic facilities, meeting rooms, and health promotion spaces.

• Support internal departments and community partners with event and space planning arrangements.

• Work with stakeholders to ensure resources and facilities are optimally utilised.

Projects & Continuous Improvement

• Participate in operational improvement initiatives and process enhancement projects.

• Support ad-hoc assignments and special projects that contribute to service excellence and organisational goals.

• Manage petty cash claims and other administrative responsibilities as assigned.

What We Are Looking For

• Diploma in any discipline.

• At least 2-3 years of administrative, operations, or coordination experience.

• Strong organisational skills with keen attention to detail.

• Excellent interpersonal, communication, and stakeholder management skills.

• Resourceful, proactive, and able to manage multiple priorities effectively.

• Comfortable working independently as well as collaboratively within a team.

• Adaptable and able to thrive in a fast-paced and dynamic environment.

• Proficient in Microsoft Office applications.

• Able to commit to a 5.5-day work week.

Why Join Us

• Be part of a purpose-driven organisation that positively impacts the health of the community.

• Gain valuable exposure to healthcare operations and administration.

• Work alongside multidisciplinary healthcare professionals and stakeholders.

• Enjoy opportunities for learning, growth, and professional development.

• Contribute to improving patient experience and operational excellence in Singapore's primary healthcare sector.

If you are passionate about making a difference behind the scenes and enjoy coordinating operations that support quality patient care, we invite you to join us.