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Associate Executive

Institution:  National Healthcare Group Polyclinics
Family Group:  Administration

 

  1. JOB SPECIFICATION

 

Qualifications

:

Minimum a Diploma holder.

 

 

 

Experience

:
  1. Preferably with relevant work experience in healthcare, operations, general administration, logistics, etc.
  2. Active team player, confident & resourceful
  3. Excellent organizational & administrative skills

 

 

 

 

Special Attributes and Knowledge

:
  1. Pleasant disposition and personality.
  2. Physically and medically fit for work.
  3. Able to communicate in simple English.
  4. Good interpersonal skills to relate to people.
  5. Proficient in Microsoft Office

 

 

 

 

Professional License (if any)

:

 

 

 

 

B.      PRINCIPAL RESPONSIBILITIES

 

An Associate Executive (AE) is expected to perform all of the following areas of Dental HQ and clinic administrative functions and reports to HQ Dental Director / Assistant Director, Dental Services:

 

 

  1. Clinic Operations
  1. Verify and processes purchases and claims via procurement systems.
  2. Verify and processes transport claims.
  3. Exchange Thermoluminescent Dosimeter (TLD) tags with National Environment Agency (NEA) and ensures that the TLD licenses are renewed timely.
  4. Arrange for reimbursement of TLD licenses renewal for clinicians (DS, OHT & Locum).
  5. Prepare dental operational reports of clinicians for the Director.
  6. Assist locum with salary related enquiries.
  7. Update Dental Manpower listing for internal department circulation.

 

 

  1. Equipment/Licenses purchase and maintenance
  1. Update the equipment masterlist records to ensure that dental clinics’ equipment documentation is in order.
  2. Ensure equipment licenses are renewed timely.
  3. Remind dental clinics of Preventive Maintenance expiry dates and to schedule servicing timely.
  4. Assist with condemnation and procurement of equipment.
  5. Track breakdown of equipment and reports figures quarterly.

 

 

  1. Training
  1. Assign training modules to staff.
  2. Maintain training records.
  3. Remind clinics to attend trainings upon receiving course confirmations.
  4. Provide logistics support (e.g. printing of materials, refreshment) as needed.

 

 

  1. DOPEX changeover (Dental Officers posting)
  1. Coordinate the DOPEX orientation.
  2. Complete onboarding process and follow-up on post orientation administrative work.
  3. Liaise with MOHH, HR and IT on related matters including for their systems access.
  4. Provide administrative support (e.g. orientation slides, changeover documents).
  5. Ensure all dental officers receive TLD tags and licenses are renewed timely.
  6. Assist with appraisal matters.

 

 

  1. Events Management
  1. Coordinate celebratory or hosting events.
  2. Assist to prepare necessary documentation.
  3. Coordinate delivery of food and refreshments.
  4. Prepare gifts and agenda for the event. 
  5. Ensure event is run smoothly on actual day.

 

  1. HQ Operations
  1. Manage medico-legal paperwork and processes service recovery payment when needed.
  2. Manage IT asset records for HQ Dental and assist with purchase/condemnation of IT equipment.
  3. Verify and processes all claims via procurement systems.
  4. Verify DH/DS documentation for leave and transport claims before approval on behalf.
  5. Ensure sufficient DH/DS manpower and indicate coverage before approval of leave.
  6. Submit transport claims for Director.
  7. Manage HQ leave projection and records.
  8. Order stationery for dental department.
  9. Collect mails, disseminates and files (when needed).
  10. Prepare dental operational data: i.e. work hours/procedures/gross revenue.
  11. Maintain and updates the information on the Dental Intranet.
  12. Provide support for IT systems (e.g. user matrix).

 

 

  1. Arrange meetings and record meeting minutes

 

  1. Arrange internal and external meetings, books & prepares meeting facilities.
  2. Take minutes or notes when assigned.
  3. Prepare logistics and refreshment when needed.

 

 

  1. Ongoing Service and Quality Assurance and Improvement

 

  1. Manage the PM/WI as the Department Document Controller for NHGP Document Repository.
  2. Coordinate with Process Owners, approver and concurrer for new and revised PMs and WIs for publication.

 

 

  1. Support for audits

 

  1. Prepare dental clinics for audits by checking on documentation (e.g. equipment licenses/PM stickers).
  2. Assist to ensure items on the audit checklist is prepared.

 

 

  1. Management of Key Management System and Digital Attendance Records
    1. Manage accounts of dental staff.
    2. Assign cards and key tags as needed.
    3. Manage the automated statistical reporting.

 

 

  1. Calendar Management
  1. Manage calendars of Director and Assistant Director.

 

 

 

 

Appointed but not limited to Senior Associate Executive:

 

  1. Preparation of financial oversight i.e. open codes.

 

  1. Conduct lab supplier survey yearly and renew contracts when needed.

 

 

C.      SECONDARY RESPONSIBILITIES

 

 

  1. Any other duties that may be assigned by the department

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