Administrative Operations Specialist

2 weeks ago

Singapore beBeeAdministrativeExecutive Full time $45,000 - $60,000

Our clinic is seeking a highly skilled Administrative Executive to play a crucial role in the smooth operation of our Traditional Chinese Medicine (TCM) clinic. This individual will oversee a combination of administrative and pharmacy operational responsibilities.

  • The successful candidate will be responsible for inventory management, ensuring that stocks are maintained at optimal levels, monitoring expiration dates, and managing procurement processes.
  • They will also monitor the quality and authenticity of TCM herbs and medicines, adhering to regulatory standards and clinic policies.
  • Maintaining accurate records of prescriptions, patient information, and inventory is essential to meet regulatory requirements and for audit purposes.
  • The ideal candidate will streamline pharmacy operations to improve efficiency, reduce waiting times, and enhance patient satisfaction.
  • They will oversee the work of Chinese Medicine Pharmacist and volunteer assistants, ensuring they adhere to protocols and maintain high standards of practice.
  • Conducting or organizing training sessions for Pharmacist and volunteer assistants to keep them updated on the latest TCM practices, pharmacy operations, and customer service skills is vital.
  • Strong communication skills are required to work closely with TCM practitioners to ensure seamless coordination between prescription and dispensing.
  • Effective relationship management with suppliers of TCM herbs and products is necessary to negotiate terms and ensure a steady supply of quality materials.
  • Organizing vendor quotations, preparing and submitting purchase documents, tracking monthly documentation, and coordinating with vendors for deliveries is an important responsibility.

Qualifications and Skills
* Proficiency in MS Office (Word, Excel, PowerPoint) and administrative tools.
* Basic understanding of financial and budgeting processes
* Strong organisation and multitasking abilities
* Diligent, meticulous, and willing to learn
* Possess good interpersonal & communication skills
* Good team player
* Possess at least Diploma in relevant field.

Working Experience:
1. Minimum of 2 years of experience in performing administrative and clerical tasks , or
2. At least 3 years of experience as an administrative assistant, preferably within the healthcare industry.

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