Executive, Project Management and Operations Admin

**Job Title**
Executive, Project Management and Operations Admin

**Department**
Operations & Facilities

**About Us**

Dover Park Hospice was founded in 1992 as a secular, non-profit organisation to meet the growing need in Singapore for hospice care for terminally-ill patients. Open to everyone regardless of age, race, religion or income level, Dover Park Hospice is dedicated to meeting the unique physical, emotional and spiritual needs of those who are nearing the end of life’s journey. The goal is to enhance the living, comfort the dying and support the grieving with compassion and dignity.

**Job Summary**

As part of the Operations and Facilities team, you will assist in the management of project-related activities, meeting project requirements and deadlines. As the primary liaison person for in-house staff, external partners and consultants on projects, you will be required to attend meetings and take notes. You will assist the team in the commissioning and preventive maintenance of facilities, inventory management and de-commissioning of medical equipment. You will also be required to provide administrative support to the team.

**Administration (Project Management)**
- Liaise and coordinate with the various partners and key stakeholders involved in the transition activities from our current building to the new premises and ensure efficient coordination among the respective teams
- Ensure efficient administration and process flow for all project-related matters in relation to our move to the new premises
- Assist Project Manager to prepare and analyse reports and operational procedures in order to identify areas for operational improvement

**Operations**
- Assist the Manager, Operations and Facilities in the following areas:

- Keep up to date all licenses, third party insurances, road tax etc.
- Ensure proper maintenance of the office and facility equipment / appliances.
- Availability of office supplies for the daily running of the Hospice.
- Raise Purchase requisitions, where appropriate.
- Review and evaluate suppliers and contractors, for good procurement practice with due regard to sustainability, ethical purchasing standards and competitive pricing
- Regularly conduct price and services reviews of general supplies and deals with any aspect of non-performance
- Direct and oversee the activities of contractors (housekeeping team contractors, technicians, landscapers, pest control, security etc.) and that their scope of responsibilities are carried out in a proper and timely manner

**Reception Administrative Functions (Back up)**
- Divert calls to on call doctor who is on duty on the day, or to Triage for patient related calls
- Answer incoming calls, calls from various sectors such as hospital, patients, police force and/or company and etc
- Daily mail run, with all mailers to be franked with records in Postage Mailing record, before sending for each mail run
- Attend to all walk-in customers such as council members, volunteers, patients, caregivers, vendors and other visitors
- Issue receipts to patients for their payments made and donors who make cash or cheques donation at the counter
- Aid volunteers on the login Kiosk system (Volunteer)
- Manage donation of medication and groceries etc

**Skills and Knowledge**
- Hands-on, able to multitask and able to work independently
- Strong project management and administrative skills
- Good interpersonal skills and able to communicate with internal and external stakeholders
- Proficient in Microsoft Office (Word, Excel and PowerPoint)
- Team player who is able to work in a fast-paced environment

**Experience**
- Minimum 5 years of relevant working experience in project management, preferably in Operations within the healthcare sector.

**Qualification**
- Diploma/Advanced/Higher/Graduate Diploma or equivalent.

**Others**
- 1 year contract

**Job Types**: Full-time, Permanent

**Salary**: $3,400.00 - $4,500.00 per month

**Benefits**:

- Health insurance

Schedule:

- Monday to Friday

Supplemental pay types:

- 13th month salary
- Performance bonus
- Yearly bonus

COVID-19 considerations:
Fully vaccinated staff and all are required to wear surgical masks

**Experience**:

- Project management: 5 years (preferred)