Senior Operations Support Executive

Working Location: Senja Care Home

The Senior Operations Support Executive (OSE)/Assistant Manager (AM) assists in nonclinical administration and support operations to manage the Care Home facilities and a team to run daily administrative, operational, logistics, maintenance, safety and security activities required to deliver the required resident services to the healthcare team and residents of the Care Home. The Senior OSE/AM supports the Centre Director/Manager and Chief Operating Officer (COO) in managing the various support operational services, as described in the next section, in an effective and efficient manner in accordance to stipulated service level standards.

Responsibilities:

• Deliver all support services of the Care Home and maintain targeted performance standards.
• Plan, coordinate and manage the various operational support services in providing day to day operations & administration, procurement & logistics support, cleaning, maintenance, safety and security services.
• Assist Facility Assistants in supporting facilities management, food provision, laundry services, equipment maintenance, logistics, fire safety requirements, general administration support, provision of transport arrangements, and procurement of equipment and services.
• Work with and manage the outsourced vendors and ensure that their performance is up to stipulated service standards.
• Assist the CM to supervise and work closely with the following staff:
  1. Facility Assistants and/or outsourced vendors to ensure and upkeep the cleanliness of the general and common areas of the Care Home premise(s).
  2. Appointed maintenance contractors to provide proper and regular maintenance of all furniture, fixtures and equipment in the Care Home premise(s).
  3. Security staff or outsourced vendors to ensure physical security of the Care Home premise(s).
  4. Facility Assistants (Laundry) to ensure and maintain the proper laundering, folding and delivery of resident-related linen, clothing, curtains; maintenance of machinery, and coordinating of transport services to ensure timely exchange and delivery of soiled/clean linen. This includes management of drivers (if any).
  5. Healthcare/Facility Assistants or outsourced food vendors to ensure kitchen cleanliness, and the safe and proper management and handling of food in the kitchen.
  6. Handyman to ensure simple defects are rectified properly, safely and in a timely manner.
  7. OAA/MSW/Finance Exec/CCR Exec to attend to internal/external customers’ enquiries and feedback.
  8. OAA to provide general administration including stationary supplies, office administration support.
  9. Relevant staff on workplace safety and fire safety requirements to ensure compliance to organization and national requirements.
• Ensure proper maintenance of administrative records, general stores, office equipment and stationery. This includes tagging, tracking and management of inventory.
• Adhere to the procurement protocols for the procurement of equipment, supplies, etc., including preparation of the documentation required for procurement process, taking delivery and entering invoices for claims purposes.
• Assist to collate monthly duty roster for the respective section within the operations department.
• Leverage on the Integrated Healthcare Asset Management (IHAM) system to manage FM workflow and the company’s assets.
• Collate operational statistics and assist in the preparation of reports.
• The Assistant Manager will lead the team and be accountable to the Centre Director/Manager in ensuring that the above-mentioned operations are carried out effectively and efficiently.
• The Assistant Manager will also be involved in tender projects and the preparation of reports.
• Take on ad-hoc functions/projects and assist the Centre Director/Manager or COO in other duties as required.

Requirements:

• Degree. Candidates with Diploma can be considered if previously equipped with more than 3 years relevant operations and corporate experience performing similar functions.
• Knowledge of security operations, facility management, fire safety and workplace health and safety.
• Applicants for the AM position should also have corporate experience in managing budgets, managing teams, preparing and making PowerPoint presentations, using Excel for data management and analysis, preparing reports, and developing tender documents (including specifications and evaluation criteria).
• Applicants for the AM position should be confident in their writing ability.
• Proficient in Microsoft Office applications.
• Meticulous with an eye for detail.
• Good communication skills and able to work with others.