Operations Administrative Executive

Job Purpose

This role supports the hospital’s business and operational goals by helping execute strategic priorities and contributing to ongoing improvement efforts.

Operations Administration

• Monitor budgets for multiple units and prepare month-end spending and budget summaries for the Director of Operations during the first week of each month.
• Keep department records in order by maintaining accurate physical files and electronic documentation in line with compliance requirements.
• Submit procurement requests through ePR and ensure the requests are properly recorded.
• Handle the processing of invoices received by the department.
• Track key performance indicators and follow project timelines.
• Maintain the staff leave calendar and update it as needed.
• Support the collection of exit clearance forms and staff access cards, then process them accordingly.
• Carry out other duties or tasks assigned by the department or reporting officer.

Office Administration

• Operate the office franking machine, prepare outgoing mail, and compile monthly reports for Finance and SingPost.
• Keep pantry stock under control and coordinate replenishment of supplies such as sugar, creamer, coffee, tea, and similar items.
• Track the pantry budget for staff use.
• Ensure the pantry and refrigerator remain clean and properly maintained.
• Prepare and maintain the office stationery inventory, and arrange reordering when supplies run low.
• Manage the conference room key log, including sign-in and sign-out records.
• Organize department welfare activities and events.
• Perform any other responsibilities assigned by the department or reporting officer.

Requirements

• A minimum of a diploma is required; a degree in business administration or a related discipline is preferred.
• Comfortable with minute-taking and using Microsoft Word and Excel.
• Good command of English.
• Strong communication and interpersonal abilities.
• Proactive, collaborative, and able to work well in a team.
• Able to manage time effectively and prioritize tasks efficiently.
• Shows a strong sense of urgency.
• Comfortable with hands-on work.