Executive / Assistant Manager, Psychological Medicine, WEHS (Contract)

Job Purpose

The (Senior) Executive / Assistant Manager will be responsible for the management of assigned clinical service(s) across the continuum of care, and achieving stated outcomes in customer service, volume & financial targets, processes and learning & growth perspectives for programmes under the Women’s Emotional Health Service (WEHS) and Department.

Duties and Responsibilities

Primary Responsibilities and Duties (80%)

Operations

1. Ensure smooth daily operations of programme, partnering with programme leaders to solve system and process problems including administrative and operational matters.
2. Ensure and promote continuous process improvement or review of services and care provided to meet programme’s and department’s objective.
3. Work with department and/or other department managers to ensure a positive experience for patients along the continuum of care.
4. Perform data management, collating and maintaining of patient database for clinical and research purpose.
5. Assist in tracking, maintaining and reporting of key performance indicators and provide statistical report and updates on a regular basis.
6. Responsible for the budget review, tracking, monitoring and management for programmes. Perform quarterly claim verification and submission to MOH.
7. Act as the main liaison with MOH for programme needs and changes.

Business Management

1. Responsible for achieving the volume and financial targets for the clinical services that he/she is assigned to. He/She will be responsible for developing, implementing and reviewing business plans with Programme Director and/or Managers to ensure goals are achieved.
2. The scope of business management includes annual financial budgeting and regular reviews with Programme Director and/or Managers, and development of new businesses.
3. Responsible in procuring and management of logistics and infrastructure needs for business, which include medical and office equipment/assets, clinic and office space.

Customer Service

1. Assist in the recruitment of suitable patients into the programme, which includes appointment scheduling, referrals process and workflow, payment enquiries.
2. In partnership with Programme Director and/or Managers, responsible for achieving customer satisfaction targets.
3. Responsible for devising innovative services to continually improve service levels.

Staff Management

1. Manage, guide and mentor admin staff.
2. Responsible for ensuring that admin/new staff receive appropriate induction, orientation and training so that they possess appropriate skills and knowledge to carry out their jobs.
3. In partnership with Programme Director, responsible for staff recruitment and retention to achieve a stable, skilled and motivated workforce and achieve the desired customer and business outcomes.

Communication

1. Responsible for two-way communication between staff and management. Ensure timely dissemination of information, escalation of issues and recommending solutions to problems.
2. Participate in committees and other tasks as and when assigned.
3. Encourage multi-disciplinary teamwork.

Secondary Responsibilities and Duties (20%)

1. Provide administrative and logistic support for the programme and as assigned by supervisor.
2. Requisite, control and maintain good utilization of office supplies.
3. Support the training programme for partnering agencies conducted on a regular basis and any ad-hoc training as required.
4. Disseminate and implement hospital’s policies and procedures, and ensure policies and procedures are current.
5. Inculcate strategic HR Management policies or programmes to achieve business goals, clients’ expectations and staff satisfaction.
6. Any other projects or duties as directed by Programme Director and supervisor.

Job Requirements

1. Recognized degree (minimum)
2. Analytical, quantitative and communication skills (written & verbal)
3. Computer literacy skills – MS Office (Word / Excel / PowerPoint)
4. Strong organizational, coordination, interpersonal and communication skills
5. Positive, motivated, able to manage pressure
6. Has initiative and able to perform multiple tasks
7. Ability to work independently and as a team