Executive, Operations (Office Management)

The 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