Executive, Operations
2 weeks ago
SingHealth Polyclinics**Executive, Operations (Office Management)**:
- Job Category: Administration- Posting Date: 5 Sep 2024The Executive will play a pivotal role in shaping and coordinating office operations at both SingHealth Polyclinic (SHP) Head Office and SHP Polyclinics to ensure a high level of organisational effectiveness and efficiency. With an analytical mind and a clear understanding of long and short-term objectives, he/ she is also expected to assist the supervisor in the financial budgeting for the department. He/she is also expected to provide operational and administrative support for the department and facilitate work process integration.
The incumbent will also play a supervisory role and be required to act as a mentor to junior staff, providing guidance and developing them.
**Job Duties & Responsibilities**:
(a) Department Administrative Support
- Ensure department documentation and filing system are kept in proper order.
- Provide administrative support to the department including all communication correspondence with both internal and external parties.
- Support Head of Department in organising and implementing department process improvement initiatives.
- Assist in tracking and verifying fixed assets of HQ departments.
- Develop department policies and procedures.
- Assist or prepare consolidated monthly Operations KPI report.
- Perform secretariat functions for key meetings.
- (b) Licenses, Leases & Contract Management
- Process and track licences, tenancy agreements and contracts including negotiations, renewals, and terminations.
- Address any tenancy issues, such as repairs, maintenance requests, or facility-related concerns.
- Ensure an effective repository of licences, tenancy agreements and contracts.
- Liaison with relevant departments to facilitiate timely renewal of licences, tenancy agreements and contracts where applicable.
- (c) Office Management Facilities
- Ensure sorting and dispatch received items to the respective departments / recipients.
- Ensure smooth operation of office equipment and facilities by conducting facility checks and completing preventive maintenance requirements; calling for repairs when necessary
- Liaison with facility support services and external vendors for maintenance and fixed of office equipment.
- Ensure cleanliness of office facilities
- Attend routine meetings with external vendors and raise any issues of concern
- (d) Documentation Management
- Ensure correct access of business-related systems (e.g. Corp Pass, FRS, CUCM, Iron Mountain) are granted to the rightful personnel.
- Handle sensitive information in a confidential manner.
- Ensure efficient storage, conversion, retrieval/disposal, and movement of documents.
- Verification of invoices to ensure vendor’s billing is correct
- (e) Supervisory and staff management
- Oversees staff work schedules, verify overtime claims for staff working beyond office hours
- Delegation of duties to staff for follow ups.
- Provide guidance to staff by coaching, monitoring and appraising job results.
- (f) Others
- Provide support to Operations Department where necessary.
- Actively participates in workgroups, projects and other committees as assigned by supervisor.
- Represent in meetings or coverage of duties during supervisor’s absence.
- Provide support to polyclinics for their operational needs.
- Perform any other related duties as assigned by supervisor.
**Job Requirement**:
- A recognised bachelor’s degree in any discipline, or a related field (preferred).
- Proficient in using in using MS Office software.
- Good communication skills, both written and oral.
- Strong organisational and time management skills.
- Attention to detail and problem-solving skills.
- Ability to handle multiple tasks and prioritise effectively.
- Knowledge of healthcare desirable.
- 1-2 years working experience in office management preferred.
- Experience in Workplace Safety and Health will be an advantage
- Req ID: 3604
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