Assistant Manager/ Senior Executive/ Executive, Inpatient Operations

 

Job Purpose

Supporting the Manager/Deputy Director/Director of Inpatient Operations and Specialised Support Services, the executive/ senior executive/ assistant manager will assist in the management of assigned clinical and patient services in the hospital. S/he will be responsible for key departmental and/or service performance areas, in particular customer service, operational excellence and financial profitability.

The scope of management includes inpatient wards, operating theatres, day surgery centers, intensive care units, endoscopy centre, bed management unit and patient service centres and other assigned key support hospital functions.

Duties and Responsibilities

The executive/ senior executive/ assistant manager will perform the following duties and responsibilities:

Major Duties (80%)

1. Work together with nurse managers and doctors to manage the daily operations of the assigned service area to ensure its smooth running daily.
2. Review key processes to improve overall key performance indicators/ outcomes in the areas of total customer experience, operational efficiency and optimal resources utilisation.
3. Track, monitor and make recommendations for the utilisation of departmental budget to achieve optimisation of allocated resources.
4. Track, monitor and make recommendations to achieve excellent customer satisfaction ratings.
5. Manage a team of support staff (Executive Assistants/ Patient Service Associates, Ward Clerks, and others as necessary) to deliver timely, appropriate and excellent services to our customers.*
6. Manage the total performance of the team of support staff in 2.1.5., including performance appraisals and documentation, performance planning, performance coaching and counselling, and performance improvements, as necessary.*
7. In partnership with the Nurse Manager, responsible for staff recruitment and retention.
8. In consultation with the Manager/ Deputy Director/ Director, tracks, monitors and makes recommendations for all hospital related requirements related to its annual planning cycles, including financial, manpower and total training budgets. *
9. Work closely with relevant colleagues to participate actively in relevant NUHS Way projects, Rapid Improvement Events (RIEs), IT projects and initiatives. Constantly reviews within assigned areas, systems and process initiatives to achieve safer, better, faster and cheaper care for the customers.
10. Manage customer complaints and follow up with service recovery if necessary.
11. Support any relevant hospital committees formed within the assigned area(s) of responsibilities, for example, OT Core and OT Committee for executive(s) assigned to Operating Theatres or Day Surgery Operating Theatres.

* Relevant only to a few service centers.

General Duties (20%)

1. Plan and provide any relevant training to departmental staff to help achieve departmental goals and key performance indicators.
2. Ensure that policies and procedures are current/ updated as needed.
3. Perform any other duties as assigned by supervisor and/or Director.

Job Requirements

Skills and Knowledge

• Strong analytical, organisational, co-ordination, interpersonal and communication (written & verbal) skills.
• Proficient in MS applications e.g. Mircosoft Word / Excel / Powerpoint.
• Project management skills and experience.
• Practical knowledge of hospital operations preferred.
• At least two years' working experience, preferably in service industry.

Personal Traits

• Positive, pro-active, motivated with "can-do" attitude
• Ability to multi-task and work independently and as a team.
• Is service oriented and customer focused. ( CARE Standards )

Educational Qualifications

• Basic degree (minimum)

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Job Purpose

 

To provide administrative support to Major Operating Theatre.

Duties and Responsibilities

Primary Responsibilities and Duties

 

1. Do data entry into the Operating Theatre systems, including emergency listings, manpower assignments, charges, discharge movements, etc.
2. Do audit checkings between the manual forms and system inputs.
3. Do administrative preparation work for first cases of the following day and disseminate to the respective Nurse Manager in-charge for logistical preparations.
4. Call the wards to send for patients to the Operating Theatre.
5. Prepare manual forms for After-Office-Hours cases.
6. Prepare Operating Theatre lists for despatch to various departments/wards.
7. Any other ad-hoc duties assigned by the supervisor.

Secondary Responsibilities and Duties

 

1. Ensure logistical arrangements for meals in the Operating Theatre.
2. Filing of documents.
3. Answer public enquiries on patient status.

Job Specification

• At least GCE "O" levels
• At least 3-5 working experience in clerical/administrative duties
• Able to type 40wpm
• Working knowledge of Ms Word/Excel/Power Point and lotus notes.
• Customer service oriented with good communicative skills.