Assistant Manager, Office of Data Management and Analytics - #1132740

We are seeking a detail-oriented Assistant Manager to lead operational excellence in data exchange processes within the Data Exchange Office (DXO). This role focuses on managing end-to-end data request workflows, ensuring compliance with data governance policies, and maintaining robust operational systems that support secure and efficient data sharing across Khoo Teck Puat Hospital (KTPH) and Yishun Community Hospital (YCH). The position requires strong project management skills and the ability to coordinate complex stakeholder relationships whilst ensuring adherence to healthcare data standards and regulatory requirements.

DEPARTMENT FUNCTION(S)

The Office of Data Management and Analytics (ODMA) serves as the central hub for institutional data management, analytics, insights generation, and performance management across Khoo Teck Puat Hospital (KTPH) and Yishun Community Hospital (YCH). The Data Exchange Office (DXO) operates as part of the ODMA, serving as the central hub for institutional data exchange, governance, and compliance across KTPH and YCH. DXO ensures secure, compliant, and efficient data sharing processes whilst maintaining the highest standards of data privacy and regulatory adherence.

DXO plays a critical role in enabling KTPH & YCH's data-driven initiatives by facilitating controlled access to healthcare data for research, analytics, and operational purposes, ensuring that all data exchange activities support improved patient outcomes whilst maintaining strict compliance with data protection regulations.

MAJOR DUTIES AND RESPONSIBILITIES

(A)       SPECIFIC

1.     Data Exchange Operations Management

a.     Process data requests end-to-end, including validation, approval workflows, and compliance checks

b.     Maintain comprehensive request trackers and ensure timely completion of operational processes

c.      Monitor and enhance data request processing workflows for operational efficiency

2.     User Management and Training

a.     Develop comprehensive user guides and bite-sized training materials for data request processes

b.     Communicate data management policies effectively to stakeholders through meetings, roadshows, and training sessions

c.      Manage external collaborator compilations and stakeholder relationships

d.     Provide ongoing user support and guidance on data request procedures

e.     Create and maintain FAQ resources and common request scenario guides

f.      Chatbot development for user support

3.     Data Management Platform Development

a.     Support development and enhancement of data management platforms, particularly the Data Privacy Tool (DPT), ODMA department SharePoint, Share Drive etc.

b.     Coordinate User Acceptance Testing (UAT), production testing, and rollout of new platform features

c.      Oversee internal folder management and external page design for ODMA SharePoint and Share Drive

d.     Manage platform go-live processes, including phased implementation and institutional onboarding

e.     Ensure smooth daily operations of data management platforms

f.      Maintain and update Institution User Access Matrix (UAM) for all data management and/or warehouse platforms DPT, department SharePoint, institution and cluster data warehouses etc.)

4.     Policy Development and Compliance Management

a.     Assist in drafting, reviewing, and communicating data management policies including data protection, IT security, data sharing and access, data breach, and electronic medical record system related policies.

b.     Ensure stakeholders are informed of policy updates and compliance requirements

c.      Coordinate policy alignment with NHG standards and regulatory requirements

5.     Administrative Support

a.     Manage correspondence and meeting logistics for DXO operations

b.     Coordinate with internal and external stakeholders on data exchange initiatives

c.      Support ad hoc projects and initiatives as required by ODMA leadership

(B)       GENERAL

1.     In addition to the above, you will assist D/ODMA to ensure department sustainability to meet the needs of KTPH and YCH through the following:

a.     Support learning development and performance management for executives and relevant junior staff of ODMA.

b.     Embrace and foster continuous improvement by refining work performance and encouraging process improvements.

2.     Responsible for assessing and identifying any potential risk that may hinder the reputation, safety and financial well-being of KTPH and YCH especially in relation to data exchange operations.

3.     Carry out any other work deemed relevant by the Director, ODMA and accountable for the results and deliverables.

JOB REQUIREMENTS

(A)       EDUCATION, TRAINING AND EXPERIENCE

Essential Technical Skills

·       Familiarity with data governance frameworks, privacy policies, and healthcare data standards

·       Understanding of data request workflows and compliance processes

·       Experience with User Acceptance Testing (UAT) and system implementation processes

·       Knowledge of healthcare regulatory requirements and data protection standards

·       Basic understanding of database concepts and data integration processes

·       Knowledge of AI technologies and chatbot development capabilities to support automated data request processing and user assistance functions

Preferred Qualifications

·       Bachelor’s degree in health informatics, Information Systems, Business Administration, Data Management, or related field

·       2-4 years of experience in healthcare data management, information systems, or related operational roles

·       Strong organisational and project management skills with demonstrated ability to manage multiple concurrent projects

·       Proficiency in Microsoft Office Suite and SharePoint; experience with data platforms advantageous

Key Competencies

·       Excellent communication and stakeholder management skills for technical and non-technical audiences

·       Strong attention to detail and ability to ensure accuracy in complex operational processes

·       Ability to work collaboratively with cross-functional teams including technical vendors and clinical stakeholders

·       Problem-solving skills with capability to identify and resolve operational issues

·       Understanding of healthcare operations and clinical workflows preferred

(B)       PROFESSIONAL LICENCE

No specific professional license required. The position would benefit candidates with relevant certifications in project management, data governance, or healthcare information management.