(Snr) Executive / Asst Manager, Psychological Medicine, WEHS (Contract)(6063)

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 progrmames under the Women’s Emotional Health Service (WEHS) and Department.

Duties and Responsibilities

Primary Responsibilities and Duties (80%)

Operations

• Ensure smooth daily operations of programme, partnering with programme leaders to solve system and process problems including administrative and operational matters.

• Ensure and promote continuous process improvement or review of services and care provided to meet programme’s and department’s objective.

• Work with department and/or other department managers to ensure a positive experience for patients along the continuum of care.

• Perform data management, collating and maintaining of patient database for clinical and research purpose.

• Assist in tracking, maintaining and reporting of key performance indicators and provide statistical report and updates on a regular basis.

• Responsible for the budget review, tracking, monitoring and management for programmes. Perform quarterly claim verification and submission to MOH.

• Act as the main liaison with MOH for programme needs and changes.

Business Management

• 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, implement and review business plans with Programme Director and/or Managers to ensure goals are achieved.

• The scope of business management includes annual financial budgeting and regular reviews with Programme Director and/or Managers, and development of new businesses.

• 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

• Assist in the recruitment of suitable patients into the programme, which include appointment scheduling, referrals process and workflow, payment enquiries.

• In partnership with Programme Director and/or Managers, responsible for achieving customer satisfaction targets.

• Responsible for devising innovative services to continually improve service levels.

Staff Management

• Manage, guide and mentor admin staff.

• 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.

• 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

• Responsible for two-way communication between staff and management. Ensure timely dissemination of information, escalation of issues and recommending solutions to problems.

• Participate in committees and other tasks as and when assigned.

• Encourage multi-disciplinary teamwork.

Secondary Responsibilities and Duties (20%)

• Provide administrative and logistic support for the programme and as assigned by supervisor.

• Requisite, control and maintain good utilization of office supplies.

• Support the training programme for partnering agencies conducted on a regular basis and any ad-hoc training as required.

• Disseminate and implement hospital’s policies and procedures, and ensure policies and procedures are current.

• Inculcate strategic HR Management policies or programme to achieve business goals, clients’ expectations and staff satisfaction.

• Any other projects or duties as directed by Programme Director and supervisor.

Job Requirements

• Recognized degree (minimum)

• Analytical, quantitative and communication skills (written & verbal)

• Computer literacy skills – MS Office (Word / Excel / PowerPoint)

• Strong organizational, coordination, interpersonal and communication skills

• Positive, motivated, able to manage pressure

• Has initiative and able to perform multiple tasks

• Ability to work independently and as a team