The posting
We are looking for an Associate Executive to support nursing operations and administrative functions in a dynamic healthcare environment.
✅ Administrative experience ✅ Healthcare background preferred ✅ Strong coordination and communication skills ✅ Meaningful work that supports patient care
Job Summary
The role provides administrative support to nursing departments and facilitates communication between departments, hospitals, the Ministry of Health, and external organizations.
Responsibilities
- Schedule appointments, interviews, meetings, and book rooms for nursing administrators and nursing staff to ensure smooth coordination
- Schedule and send reminders for nursing meetings including Inpatient Registered Nurse/Enrolled Nurse meetings and Nursing Quality meetings to maintain timely participation
- Create virtual meeting IDs and facilitate virtual meetings for Nursing Administrators and Supervisors as needed
- Answer calls and communicate effectively with Human Resource staff, ward supervisors, and nursing staff to support Nursing Administration
- Coordinate distribution and circulation of correspondence, circulars, seminars, and appraisal reports to relevant nursing personnel
- Generate and upload monthly nurse rosters for all wards and departments on the Intranet, including managing roster amendments
- Establish and maintain an organized filing system by recording, scanning, and dispatching incoming and outgoing mails and staff request letters for nursing administrator approval
- Maintain office equipment such as photocopiers, fax machines, laptops, and speakers to ensure operational readiness
- Collate Balanced Scorecard data from wards and departments and print in color for ward display to support performance monitoring
- Update and collate Mass Casualty and Staff Activation Lists quarterly to ensure current emergency preparedness information
- Coordinate training application forms for nursing staff to attend internal and external courses, ensuring timely submission
- Collate and register nursing nominees for courses, seminars, and congresses to support professional development
- Update initiatives such as photo albums for Nurses’ images, Doctors’ names and disciplines for Patient Information Panels and case note labels/spines to maintain accurate information
- Order PCN cards for existing nurses and arrange payments to ensure staff identification needs are met
- Distribute items such as PCN cards, pamphlets, and gifts to wards and departments to support nursing operations
- Perform other assignments or ad hoc projects as assigned by nursing administrators or supervisors to support department goals
- Exercise economy and care in the use of equipment and supplies to optimize resources
- Actively participate in hospital activities to support organizational culture and teamwork
- Collaborate with other departments to facilitate smooth discharge of duties and cross-departmental cooperation
- Provide coverage for the department secretary when necessary to maintain administrative continuity
Required competencies and certifications
- Knowledge of MS Office to perform administrative and coordination tasks efficiently
- Ability to work efficiently and independently to manage multiple responsibilities and deadlines
Preferred competencies and qualifications
- GCE ‘O’ / ‘A’ level, preferably with PSC qualification or Diploma
- At least 2–3 years of relevant administrative experience in a healthcare or nursing environment
