Assistant Manager / Senior Executive, Nursing Lead Office

Nestled in the heart of Tengah Forest Town, the new Tengah General and Community Hospital (TGCH) will be an exciting and innovative health campus with a comprehensive range of clinical specialties and healthcare services including emergency, inpatient, rehabilitative and outpatient specialist care.

As part of National University Health System (NUHS) cluster, this state-of-the-art facility is slated to be ready by early 2030s.

Intricately connected with the surrounding community, TGCH offers you the opportunity to create a healthcare facility of the future, tightly integrated with the residents and nature. As a people-focused organisation, we believe in respect and recognition. By harnessing the passion and strength of our team and putting them at the core of our culture, we create a nurturing environment to excel and deliver fulfilling care.

Be part of our groundbreaking team to bring our vision to life – a hospital in a forest, and a healing oasis within the hospital.

The incumbent is required to manage and coordinate the activities of the Nursing Lead’s office to provide effective support related to the planning, administration, communication, reporting and following up the needs of the Nursing Lead and her office, undertaking a variety of tasks to support the Tengah General and Community Hospital (TGCH) team’s overall mission and vision.

Job Descriptions:

• Provide full spectrum of administrative and secretarial support for the Nursing lead and her office including scheduling, preparing reports, drafting correspondence, organizing records and files, answering queries, booking meetings, and supporting department projects.
• Maintain working relationships with a range of internal and external stakeholders to support scheduling and issues management for the lead and co-leads through being professional, proactive, accurate and efficient.
• Manage schedule of the Nursing Lead and co-leads to ensure appropriateness of arrangements for meetings, travel, accommodation, and events. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day to day engagements.
• Organize and coordinate meetings, workshops, events related to hospital and clinical service planning, with internal and external stakeholders. Anticipate the needs in advance of meetings & conferences including scheduling of meetings; drafting agendas; developing, compiling, and distributing presentation materials, recording meeting minutes, tracking and following up on meeting progress.
• Draft correspondence and prepare it in final form for dissemination.
• Complete a broad variety of administrative tasks that facilitate the Nursing Lead’s ability to effectively lead the organization, including assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence.
• Identifying and using judgement to escalate issues to the Nursing Lead taking into consideration sensitivities and stakeholder relationships.
• Provide hospitality to all guests and help create a welcoming environment.
• Work with the Nursing Lead and hospital management to develop programs to engage and motivate the nursing team.
• Welcome new employees to the department. Schedule and conduct onboarding sessions to review company policies, benefits, systems training, and set up workspaces. Ensure new hires complete necessary paperwork and have access to required tools and accounts.
• Work closely with program office to organize and coordinate meetings, events, and activities.
• Provide support and coverage for the project program office when needed.
• Any other tasks which may be assigned from time to time.

Job Requirements:

• Strong technical skills including sound knowledge of Microsoft Office and Adobe Acrobat.
• Tech-savvy and the ability to learn new software and other relevant programs.
• Good command of the English Language (spoken and written).
• Possess strong analytical, communication with influencing and persuading skills, written and presentation skills. Ability to take and record accurate notes/minutes in complex meetings.
• Ability to work independently and in a team and across teams with minimal supervision.
• Attention to detail, ability to prioritize workload, be well organized and multi-task in a smart and timely fashion.
• Able to work in a fast-paced and dynamic work environment, quick thinker, and an effective problem solver.
• Maintain confidentiality, tactful, diplomatic, resourceful, and exercises independent judgement and discretion.
• Proactive attitude and determination to ensure required outcomes are achieved and takes responsibility.
• Bachelor or Diploma in any discipline with at least 3 years of relevant working experience, preferably in a hospital setting.