Executive, Group Clinical Education (2 Years Contract)

1.JOB PURPOSE

The Executive, working under the guidance of the Senior Executive, plays an important role in contributing to the following functions of the Resident Management Team (RMT):

• Manages day-to-day support for residents, faculty and staff in matters related to resident intake, on-boarding, off-boarding, rotations and deployment, records keeping and maintenance, leave of absence, disciplinary and appeals, promotion, training completion and employment.
• Implements MOH, MOHH and NHG policies, as well as provides assistance in the development of, and modification to, such policies and procedures that will best serve the community of faculty, residents and staff in NHG Residency

The Executive works collaboratively with the Senior Executive, acts as the institutional point of contact (POC), and works in close relationship within and outside of RMT and NHG, creating positive experience for all stakeholders

The Executive, under the Senior Executive’s guidance will be responsible for:

• Executing residents onboarding operations, including administration of training agreements/ renewal of appointment, setting up access and data preparation for commencement of training
• Coordinating and reporting residents’ deployment and rotations to stakeholders
• Implementing the end-to-end process of residents’ leave of absence applications, including policy compliance review, discrepancy resolution and stakeholder reporting
• Executing residents off-boarding operations, including arranging exit interviews, de-activating IT and clinical access, and reporting to stakeholders
• Developing and maintaining resident data analytics and statistics, ensuring accuracy in dashboard updates and stakeholder reports
• Identifying potential process improvements and contributing recommendations for operational enhancements

The Executive is also expected to participate in assigned initiatives and projects to achieve the institution's vision, mission and strategic objectives.

2.MAJOR DUTIES & RESPONSIBILITIES

Executing residents onboarding independently

• Administer training agreements / renewal of appointment
• Collate and prepare resident data for commencement of training
• Work with stakeholders / partners to set up IT, clinical access, logistics (such as staff IDs, names tags and etc) for commencement of training

Reporting residents’ deployment and rotations to stakeholders independently

• Manage cross-institutional Residents / Senior Residents deployment and movement (including those from non-NHG institutions) with MOHH, TTSH, KTPH, and other institutions
• Facilitate billing by MOHH an funding flow.
• Manage the reporting of Residents' / Senior Residents' information (including leave of absence, promotion to Senior Residents, withdrawals from training, completion of training) to MOH, MOHH and JCST as required.
• Assist in developing Residents / Senior Residents deployment planning process and templates for NHG Residency.

Managing residents’ leave of absence (LOA) applications independently

•     Checking of LOA application forms, screening for discrepancies and deviation from policies, and reporting to stakeholders timely and accurately

Executing residents off-boarding independently

•      Arrange exit interviews

•     De-activate of IT and clinical access, ensure that residents return items issued by institution

Keeping and maintaining resident records (past and present) and ensures the accuracy, integrity and confidentiality of such records.

•     Providing accurate residents data and statistics timely to stakeholders, including reports and updating of dashboards

Assist to enforce and implement academic and administrative policies; as well as provide assistance in the development of, and modifications to, such policies and procedures that will best serve NHG Residency and stakeholders.

NHG/Group Education/Unit/Team Initiatives (contributing to how we do our job better, do our job differently)

•     Participate in assigned initiatives and projects to achieve the institution's vision, mission and strategic objectives;

•     Actively contribute in the development of graduate medical education and health professions education in NHG.

3. JOB REQUIREMENTS​​​​​​​

(a)  Education/Training/Experience

• Degree with at least 2 years of administrative experience
• Prior work experience in educational institution or healthcare would be advantageous
• Proficient in Microsoft office applications, with minimally intermediate level for Microsoft Excel

(b)  Personal Attributes

• Possess good interpersonal and communication skills (both spoken and written)
• Meticulous with keen eye for detail, and understands the need for data accuracy
• Strong administrative, organizational and coordination skills
• Able to multi-task, prioritise and work independently in a fast-paced and dynamic environment
• Shows potential for higher level and more complex work