Senior Executive / Assistant Manager, Clinical Ops (Surgical) (6 months contact)

1. JOB PURPOSE

This role provides a unique opportunity to gain hands-on exposure across operations, procurement, data management, and strategic support within a fast-paced healthcare environment. The Temporary Executive will play a critical role in ensuring seamless continuity of services during a key staff’s maternity leave, contributing directly to operational readiness, service expansion, improvement initiatives, and decision making platforms. This position offers an enriching experience for someone eager to learn, grow, and make meaningful impact in a complex facility of the Operating Theatre (OT).

2. MAJOR DUTIES & RESPONSIBILITIES`

Specific

1. Procurement Support (Medical and Non-Medical Equipment)

1. Assist in the end-to-end procurement of essential medical and non-medical equipment required for the ramp-up and expansion of OT services.
2. Liaise with users (eg. doctors, nurses etc), vendors, operations colleagues, Materials Management Department (MMD), Facilities Management (FM) and IT teams to rationalize and justify procurement needs and ensure timely acquisition of items.
3. Develop Gantt Charts for timeline/project management.
4. Paper writing for approvals of purchases.
5. Support documentation, vendor demonstrations, evaluation and award of the full procurement process.

2. Secretariat and Administrative Duties

1. Provide secretariat support for key meetings, including hosting (both physical and virtual), preparing agenda, minutes taking, tracking of action items, and follow through to ensure closure.
2. Coordinate with stakeholders to ensure decisions and action items are clearly communicated and completed on time.
3. Maintain structured documentation to support governance and audit readiness.

3. Running Ground Operations

1. Support day-to-day operational activities such as billing matters, feedback management, workflow queries etc.
2. Work closely with operations leads to troubleshoot issues and ensure continuity of smooth service delivery
3. Contribute to improvement projects that enhance workflow efficiency and patient experience.

4. Data Management and Analysis

1. Generate operational data from existing systems to support planning and decision making.
2. Collate, trend, and analyse data to identify patterns, gaps, and areas of improvement.
3. Conduct deep-dive analysis and propose practical, data-driven recommendations.
4. Support the updating of dashboards, trackers, and reports for management visibility.

General

Where directed by Assistant Director, Clinical Operations (Surgical), to support other WH-related projects and tasks.

JOB REQUIREMENTS

Education / Training / Experience

1. Degree in Business, Healthcare Administration, Operations, Data Analytics, or related fields.
2. At least 3-4 years related experience in procurement, operations, data work, or administrative roles will be advantageous.
3. Strong planning, organizational and coordination skills
4. Strong written and verbal communication skills
5. Able to analyse data and translate insights into meaningful findings
6. Detail-oriented with strong documentation and writing skills
7. Proficient in Microsoft Office (Word, Excel, PowerPoint)
8. Comfortable working both independently and as part of a team
9. Willingness to engage in administrative, operational and on-the-ground tasks
10. Ability to manage multiple tasks and timelines, follow through and complete assigned tasks timely in a dynamic environment

Attributes

1. Proactive and resourceful – able to anticipate needs and take initiative
2. Adaptable and quick learner – enjoys a fast-paced and evolving work environment
3. Strong communicator – confident in engaging stakeholders professionally across all levels
4. Problem solver – able to think critically and propose practical solutions
5. Team player – able to think critically and propose practical solutions
6. Professional and discreet – able to handle sensitive information with care
7. Organised and meticulous – able to manage documentation, schedules, and meeting requirements effectively
8. Service-oriented – understands the importance of ground operations and customer (both internal and external) feedback
9. Positive attitude – eager to contribute and open to gaining new experiences across diverse operational areas.