Senior/ Executive, Specialty Operations - #1094310

Overview

The jobholder works in collaboration with the Endoscopy Nursing Leads supporting operational and administrative support to Endoscopy team and Endoscopy Nursing team. Roles and responsibilities described below should be performed in collaboration and collegially with key stakeholders and should not be construed as complete and exhaustive to the scope or function of the position. He/she abides by NUHS core values, puts patients first, and works closely with partners including families, volunteers and organizations. Additional duties and responsibilities can be assigned to meet any changing conditions as appropriate.

Responsibilities

• Coordinate with facilities management, general services, IT and other departments to ensure smooth operations in endoscopy centre

• Create and maintain charge codes and pricing for accurate billing on service provided and/or consumable used by working with Finance and EPIC

• Perform and follow up on Bill reconciliations in timely manner to ensure accurate patient bill.

• Maintain Endo room allocation in EPIC.

• Work with relevant department in annual asset audits and inventory and asset maintenance and checks

• Provide administrative support for corporate activities like licensing and audits, vendor’s site survey visit.

• Assist with drafting of new and updating of existing policy and procedure manual in SharedPoint (DMS)

• Create and maintain patient education materials/leaflet/brochure

• Maintain and ensure accuracy of Nursing Staff personal and training records

• Timely submission of necessary system application access for department new hire.

• Provide end-to-end administrative support for procurement of medical equipment and consumable from raising paperwork for approval, putting request in procurement system and/or finalizing details in contract to coordinate with vendors on deliveries for on-time delivery of goods within stipulated timeline and issues pertaining to invoice discrepancies

• Assist with the monitoring and contract management of consumables / implants purchased via ad hoc /institutional / national contract by drafting the required procurement paperwork e.g. contract extension / contract top-up form and raising purchase requisitions.

• Maintain accurate records in Peri-Op Inventory Management System

• Appointment of Endoscopy Committee Members

• Plan meeting schedule and book of room.

• Plan of agenda, coordinate and liaise with presenter for presentation materials and seek approval from Chairperson on proposed agenda

• Prepare meeting materials, minutes recording, disseminate minutes and any other information, follow-up on action item arising from meeting as well as upload of materials onto SharedPoint/ DMS

• Compile of Key Performance Indicator (KPI) and track of data for KPI as needed

• Provide support for national projects and quality improvement initiatives.

• Support in meeting arrangement such as draft agenda and meeting minutes for each working meeting and upload to SharePoint according to department timeline

• Collaborate with RO, plan and operationalise new services / initiatives.

• Collate requests, project implementation, and progress monitoring for submission to corporate planning

• Prepare SR, CAPEX Budget Justification Form, ATP/ATA in the annual work plan cycle

• Any other task assigned

Requirements

• Bachelor's degree or equivalent with 1 year relevant experience

• Experience in a supervisory or management role preferred

• Excellent service skills and possess a strong attention to detail

• Self-motivated, independent, proactive, resourceful, passionate and ability to work in a fast paced environment

• Hands-on with good problem-solving and strong leadership skills to lead a team

• Team player with strong interpersonal skills with the ability to build good relationships with the Nursing team