1. Frailty Prevention Programme
(a) Processing New Requests
- Extract data from FormSG and populate into trackingspreadsheet.
- Assign each request with the available run codes (tobe provided in tracking spreadsheet).
- Send out the details of the assigned run to theassigned vendor via email.
- After assigned vendor creates the run on H365 BAP, record all the sessions dates into the tracking spreadsheet.
- Archive all submitted documentation (RAMS, etc.) intoSG-Teams folder.
- Send the full run schedule (with timeslot, address,POC contact details, entry codes) to HPB's audit vendor.
- Update tracking spreadsheet with new available runcodes.
- Check RAMS and reply to vendor for RAMS approval.
- Approve creation of runs on H365 BAP.
- Insert CSAT URL into BAP run entries & Update OA and vendor on approved BAP
(b) Processing Change Requests or Cancellation Requests
- After change requests has been approved on BAP, update the tracking spreadsheet.
- Send the updated full schedule (highlight changes) to the HPB's audit vendor.
(c) Billing and Data Consolidation
- Extractthe data consolidation file, audit schedules and nutrition workshop data file, and upload into SG-Teams. Verify with vendor directly if missing files
2. H365 Booth Deployments
(a) Processing Additional Requests for Information
- Coordinate vendors information for security purposes.
- Coordinate between twinning deployment arrangement with other HPB teams (HAN team, vending machines, substance abuse, GWSG, etc.)
(b) Send drafts to all the stakeholders on a weekly basis
- Generate QR codes to send booth vendor.
- Monday: Booth vendor & Logistics vendor (4 weeks in advance).
- Wednesday: HPB Staff Booking confirmation (up to 4 weeks in advance)
- Random spot-checks on drafts submissions.
(c) Logistics
- Coordinate on ad-hoc logistics arrangements by HPB staff.
3. H365 Pal Account Management
Processing New H365 BAP Requests
- Seek approval from the respective PM and HODs on account request forms (AACs, SteadyLah, HAPPY, CPAP, MIFS, RGT, H365 Pal) monthly.
- Surface account requests to the relevant TIVO Manager monthly.
- Action on H365 BAP for Vendor Admin, Facilitator and H365 Pal accounts monthly.
- Assist with monthly and annual reviews of accounts (Group B) for Vendor Admins, Facilitators and H365 Pal accounts.
- Archive all approved request forms accordingly
4. NHG Polyclinics HA Deployment
(a) Manage NHG Polyclinics HA deployment group chats for assigned polyclinics.
- Sembawang Polyclinic (every Mon)
- Ang Mo Kio Polyclinic (every Tue)
- Toa Payoh Polyclinic (every Tue)
- Kallang Polyclinic (every Wed)
- Khatib Polyclinic (every Wed)
- Woodlands Polyclinic (every Thu)
(b) Extraction of HA images and input onto HA attendance excel for HAN Team's monthly disbursement calculation
Division Admin
- Coordinate division/departmental meeting coordination, including checking of management availability, booking of meeting rooms, sending calendar invites to IOC staff
- Assist with staff IT and admin access requests on an ad-hoc basis, update and maintain staff records
- Collect mail from Admin department on a weekly basis and distribute to relevant IOCstaff.
- Assist with housekeeping and maintenance of division SharePoint/Teams folders
- Assist with office facilities management on an ad-hoc basis, including but not limited to supporting office-related activities such as relocation, spring cleaning and disposal of documents and old items.
- Provide any other general administrative support as directed by IOC Division staff, including but not limited to filing, printing and shredding of documents.
Division Mailbox Management & Triage
- Process coming queries to the HPB Mailbox daily, dispatch queries to the respective HPMs and PMs, follow through with reminders, and close cases.
3. Division Risk - KRI and Event Collation Submission & Inventory Management
- Request month-end inventory data from the warehouse (ST Logistics) and vendors premises (through PMs) at the beginning of each month, collate the data and send to the Risk Management PM.
Requirements:
- Possess at least Diploma or GCE A Level qualification with above 5 years of relevant work experience.
- Good communication, project management and time management skills.
- Proficiency in Microsoft programmes (e.g. Excel, PowerPoint, Word, Outlook).
- Experience in scheduling meetings and activities.
- Experience in invoice processing and data verification.
- Experience in customer service and stakeholder coordination.
- Meticulous and comfortable working with numbers.
- Abilityto work independently and as part of a team, and to switch between departmental tasks flexibly.
EA Personnel Name: Jackie Ng
EA Personnel No: R22109024
EA License No: 95C5411
