Operations Admin Assistant

2 days ago

NorthEast Region, Singapore Vanguard Healthcare Pte Ltd Full time $40,000 - $55,000 per year

Working Location: North East Region - Hougang

The Operations Administrative Assistant (OAA) assists in non-clinical support administration and operations to provide daily administrative and logisitics support activities required to deliver the required resident services to the healthcare team and residents of the Care Home. The OAA supports the Ops Support Executive (OSE) and Centre Manager (CM) to run and coordinate various operations support and administrative services in an effective and efficient manner in accordance to stipulated service requirements.

Job Descriptions:

  • Assists the OSE to support the Centre Manager (CM) to ensure smooth delivery of all support and administrative services of the Care Home and maintain targeted performance standards.
  • Assists to coordinate and execute various administrative and operations support services in providing day-to-day receptionist duties, procurement and logistics support, transport arrangement, stationery, office support and maintenance, admission services.
  • Assists to manage the outsourced vendors with the OSE, support the CM in regular performance meetings to ensure that contractors' performance is up to stipulated service standards.

Administrative Support

  • Receptionist functions, including answering and redirecting enquiry calls and emails.
  • Collection and distribution of mails.
  • Stationary management in terms of ordering, stock-taking, assist in staff collection/distribution.
  • Tracking record of donation of goods and money. To liaise with Nursing, Rehab and Finance for distributing the goods /items and money donation.
  • Invoices copy/ Good Received Note (GRN) filing.
  • Work closely with operations to support team to ensure smooth operations of nursing home and maintain targeted performance standards.
  • Assist OSE in the maintenance of overall inventory and purchases required for daily operations, including proper tracking and updates of administrative records, general stores, office equipment and stationery. This includes tagging, tracking and management of inventory.
  • Assist Operations team to liaise with the appointed maintenance contractors to provide proper and regular maintenance of all furniture, fixing and equipments in the nursing home premise(s) when required.
  • Collate operational statistics and assist in the preparation of reports when required.
  • To take on adhoc functions and assists the CM or DRC in other duties as required

Operations Support Services

  • Handle administrative support which may include supporting the coordination and arrangement of admission, transfer and discharge for residents where necessary
  • Collection of payment from residents/ Next of Kin (NOKs) and safe-keeping of records
  • Provide transport arrangement services to facilitate the Clinical Support Assistant's (CSA) arrangement of residents to attend medical check at healthcare institutions on a regular basis

Educational Requirements:

  • Diploma. Candidates with Good O-Levels or Higher NITEC qualifications can be considered if previously equipped with more than 2 years relevant administrative experience performing similar functions
  • Proficient in Microsoft Office
  • Meticulous with an eye for detail
  • Good communication skills and able to work with others
  • Demonstrated resilience in dealing with workplace adversity in a start-up environment.

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