Executive/ Sr Executive/ Asst Manager - Hospital Management Committee Secretariat

EXECUTIVE/ SENIOR EXECUTIVE/ ASSISTANT MANAGER,

CLINICAL SERVICE PLANNING (HOSPITAL MANAGEMENT COMMITTEE SECRETARIAT)

We aim to provide timely, high quality and definitive care and a restorative healing environment for our patients, so they can return to health and doing the things they love.  We believe in the power of partnerships and the value of working with our primary and community care partners to deliver patient-centric care.  We want someone who thinks beyond the job offered – someone who knows that this position can be a unique opportunity to shape the future of healthcare. 

JOB DESCRIPTION

You will be part of a dynamic start-up team in TTSH to plan, design, develop and construct new patient-centric healthcare facilities under the auspices of Phase 2 of HealthCity Novena Masterplan of TTSH.  Supporting the Hospital Management Committee led by CEO, you will work with various stakeholders to design and plan the new Ambulatory Care Centre, which includes short-stay wards, operating theatres, endoscopy and interventional radiology suites, specialist outpatient clinics and expansion of the Emergency Department.    

The Hospital Management Committee (HMC) is seeking a highly organised and detail-oriented individual to fill the role of Secretariat.  In this critical position, you will provide comprehensive administrative and logistical support to ensure the smooth operation of the HMC, with a focus on managing the approval process of all Committee decisions.  This entails: 

• Meeting Management
  • Coordinate HMC meetings, including agenda development, material distribution and venue arrangements
  • Facilitate effective communication with Committee members, Workgroup/ Sub-Workgroup members and secretariat regarding meeting details and deadlines
  • Record accurate and concise meeting minutes capturing key discussions, decisions and key action items
  • Track action items and follow up on their completion
• Strategic Approval Process Management
  • Analyse proposals and requests presented to the Committee, identifying key decision points and potential risks
  • Conduct thorough research and gather relevant data to support Committee decisions
  • Prepare reports and presentations as required by the Committee Chairman or Committee Members
  • Draft comprehensive and well-structured approval papers for HMC’s consideration, ensuring alignment with hospital policies and regulations
  • Assist CEO to author planning papers, proposals and funding submissions to authorities, which need to articulate the key concepts, models of care, clinical service plans operational details and manpower requirements  
  • Identify any potential roadblocks in the approval process and propose solutions to ensure timely Committee decisions
• Administrative and Committee Support
  • Maintain an organised filing system for all HMC documents
  • Provide general administrative support to the Committee Chairman and members
  • Manage communication with external parties on behalf of the Committee
  • Liaise with relevant stakeholders to ensure the Committee has all necessary information for effective decision-making.

JOB REQUIREMENTS

• Recognised Bachelor's degree in any discipline with at least 3 years of working experience, preferably in the healthcare sector
  • Senior Executive:  5 – 7 years of experience
  • Candidates with more than 10 years of experience may be considered for managerial positions
  • Secretariat experience in supporting committees led by C-suite members and Senior Clinical Leadership will be an advantage
  • Experience in policy writing in government or statutory board, and /or clinical service planning at the system-level will be an advantage but not a pre-requisite
• Proven organisational skills with strong attention to detail
• Strong team player, highly motivated and action-oriented with excellent planning, analytical and critical thinking skills
• Excellent communication and interpersonal skills and demonstrated ability to engage multiple stakeholders at all levels
• Excellent written skills (English), especially in paper and minute writing
• Proficient with data analysis and presentation software to prepare presentations comprising clear and concise messaging with visually appealing infographics
• Strong project management skills and ability to prioritise multiple projects and work effectively under tight deadlines
• Ability to work under pressure, adaptable, resourceful and strong problem-solver
• Dedicated and willing to go the extra mile to see things through