Key Responsibilities:
1. Administrative Coordination
- Maintain and update nursing rosters, monitor staff leave and medical certificates, and track staff e-cab usage for audit and claim purposes.
- Submit training attendance to HR and manage internal attendance tracking.
- Take meeting minutes for departmental, nursing, and management meetings including QA/QI and ICCM, and ensure timely circulation and filing.
- Assist with verifying residents usage of third-party transport vendors
2. Procurement & Vendor Management
- Coordinate and process procurement requests for medical and non-medical items for Nursing and Rehabilitation teams.
- Liaise directly with vendors and Procurement team to source quotations, perform cost comparisons, initiate PRs, and manage delivery timelines.
- Involved in ICSC endorsement processes for high-value procurement: obtaining quotes, facilitating product evaluations, and preparing documentation.
- Oversee all preventive maintenance contracts and vendor servicing schedules for medical equipment, including renewal timelines and documentation.
- Initiate work orders and liaise with external vendors for repairs that fall outside of in-house capabilities.
3. Inventory & Logistics Oversight
- Act as the primary point-of-contact between Nursing and ST Logistics for medical consumables: updating par levels, placing orders, tracking deliveries, and verifying invoices.
- Monitor inventory usage patterns and flag urgent needs or anomalies to nursing management.
4. Clinical & Financial System Support
- Ensure timely updates in systems such as BRIGHT (bed occupancy) and IngotPCC (admission, discharge, and referral data).
- Generate monthly invoices via IngotPCC and coordinate with Finance for email dissemination to next-of-kin (NOKs).
- Follow up with Nursing leads to verify service-related billings (e.g., pharmacy, dietitian, locum doctors) for Finance processing.
5. Departmental Support & StakeholderManagement
- Liaise with nursing management on onboarding needs for new hires, including name stamps, uniforms, and departmental communications.
- Track and file Incident Reports (IRs) follow up with nursing management to ensure timely submission.
- Support internal and external audits by maintaining proper records and documentation of administrative workflows.
- Follow up on outstanding matters with internal stakeholders (e.g., Finance, HR, Procurement) on behalf of nursing leadership.
6. Meeting & Calendar Support
- Assist Head of Nursing in coordinating ICSC meeting logistics, sending calendar invites, and consolidating input from multiple sites.
- Compile and submit finalised meeting minutes for leadership review.
Job Requirements:
- Candidate must possess at least Diploma in Business Administration or equivalent.
- At least 1 Year(s) of working experience in the related field in a Restructured/Community Hospital or Nursing Home
- Keen to work in the eldercare sector Team player with good interpersonal, organisational and communication skills
