Executive
Job Responsibilities
- Assist the Assistant Manager / Manager in overseeing and maintaining the operations systems and processes of the hospital services that would effectively enable the hospital to fulfil its goals and mission.
- Work with the Assistant Manager / Manager in maintaining the operations system and processes of various services to effectively support the hospital in delivering its services. The services include but not limited to:
a) Food services
b) Laundry and linen services
c) Purchases of services
d) Claim management
- Assist in the development and maintenance of a filing system for the current as well as new services and pilot projects, participating in the setting up of work processes operations systems and procedures to effectively support the new services.
- Provide general support to the Assistant Manager / Manager on all operational matters pertaining to the services under the purview of Allied Health and Operations.
- Support in contract management, generate monthly report to monitor the trend of expenses, performance satisfaction and ensure quality and continuous improvement.
- Keep track of the expiry and renewal of all service/maintenance contracts for Operations, including the sourcing for quotation and preparation of vendor evaluation.
- Oversee the inpatient meal processes, food quality and patients experience and attend to the feedback from ward staff, patients and patients families.
- Oversee the linen and laundry processes and ensure that:-
a) There is sufficient par level of linen for the wards.
b) The curtains are changed quarterly or as required.
- Work closely with infection control team and conduct inspection on food services and linen and laundry services.
- Assist therapists in SMF application, order mobility devices, consolidate payment and submit quarterly funding claim.
- Assist in operating the pandemic and business continuity plans in connection with the hospital-wide response plan in the event such plans need to be activated.
- Nominate as an Emergency Warden to be physically able to handle fire extinguisher and walk down the stairs. One who is calm in an emergency and stressful situation.
- Participate in quality improvement initiatives/projects.
- Keep track of the expiry and renewal dates of all licenses and accreditation; submit renewal applications, assist in the co-ordination for audits and inspection.
- Undertake other duties relevant to the role, including tasks related to service expansion, the introduction of new services, or the development of new projects, as assigned.
Requirements:
- A recognised general degree or equivalent qualification.
- Minimum 3 years of relevant work experience.
- Knowledge of healthcare operations and service delivery processes.
- Ability to demonstrate initiative and work effectively within a multidisciplinary hospital team.
- Good communication and interpersonal skills, with the ability to engage professionally with internal and external stakeholders.
- Adequate IT proficiency to support work in an electronic medical records environment.
Assistant Manager / Manager
Job Summary
The Hospital Operations Assistant Manager/Manager is responsible for overseeing the critical operational functions of the hospital, including linen and laundry services, food services, bed management, claims management, and project management. This role is integral in ensuring that all services operate efficiently and effectively, contributing to an exceptional patient experience while adhering to regulatory requirements, including the Personal Data Protection Act (PDPA). The manager will work collaboratively with multidisciplinary teams to drive operational excellence, manage vendor relationships, and oversee budgeting and financial management.
Responsibilities
1. Linen and Laundry Management
- Oversee all aspects of linen and laundry services, ensuring timely processing, distribution, and cleanliness of linens.
- Implement best practices for inventory management and track linen usage to optimize costs.
2. Food Services
- Collaborate with the food services team to develop and implement menus that meet dietary requirements and enhance patient satisfaction.
- Monitor food safety and quality standards in compliance with health regulations.
3. Bed Management
- Manage bed occupancy and availability, coordinating with nursing and admissions staff to streamline patient flow.
- Implement strategies to reduce bed wait times and optimize bed turnover.
4. Claims Management (Senior Mobility & Enabling Fund, One-Rehab, Medifund, Medifund Silver, Financial Assistance Scheme)
- Supervise the claims processing team to ensure accurate and timely submissions to agency.
- Work with relevant departments to resolve issues and improve work process efficiency.
- Analyze claims data to identify trends and areas for improvement.
5. Hospital Inspection: (Liaison Officer between MOH and SACH)
- Conduct regular inspections and audits to ensure compliance with healthcare regulations and standards.
- Prepare for and facilitate external accreditation and inspection processes.
6. Project Management
- Lead cross-functional projects aimed at improving operational efficiency, patient care, and service delivery.
- Develop project plans, timelines, and budgets, ensuring projects are completed on schedule and within budget.
7. PDPA Compliance
- Ensure all operational practices comply with the Personal Data Protection Act, protecting patient information and privacy.
- Conduct regular audit for staff on data protection policies and best practices.
8. Management Meeting
- Provide essential secretariat support for management meetings, ensuring effective communication, documentation, and follow-up on operational initiatives.
- Involve collaborating closely with leadership and various departments to facilitate discussions that drive strategic decisions and enhance overall hospital performance.
9. Collaboration with Multidisciplinary Teams
- Foster a culture of collaboration among clinical and administrative teams to enhance patient care and service delivery.
- Participate in interdisciplinary meetings to address operational challenges and develop solutions.
10. Procurement of Services & Vendor Management:
- Oversee the procurement process for services related to Linen, Food Services, and other operational needs.
- Develop and maintain relationships with vendors and service providers, ensuring quality and cost-effectiveness.
- Evaluate and negotiate contracts and service agreements to ensure quality service delivery and cost-effectiveness securing optimal terms for the hospital.
11. Staff Management
- Recruit, train, and develop staff, promoting a positive work environment and encouraging professional growth.
- Conduct performance evaluations and provide coaching to enhance team performance.
12. Budgeting and Financial Management
- Develop and manage operational budgets, ensuring alignment with organizational financial goals.
- Monitor expenditures and implement cost-control measures to maintain financial stability.
- Leverage data analytics to inform and guide operational decisions within the healthcare facility. This position focuses on analyzing performance metrics, identifying trends, and implementing data-driven strategies to enhance efficiency, patient care, and overall hospital performance.
13. Collaboration and Communication:
- Work closely with clinical and administrative teams to ensure smooth operations and high patient satisfaction.
- Address feedback and concerns from staff and patients to improve service delivery.
14. Additional Information
- Fast-paced hospital setting.
- Flexibility in hours may be required to accommodate operational needs.
- Assume other responsibilities relevant to position as delegated from time to time, including work relating to the expansion of services and development of new services or new projects.
Requirements
- Bachelor's degree in Healthcare Administration, Business Administration, or a related field; Master's degree preferred.
- Minimum of 5 years of experience in healthcare operations management, with a focus on services such as linen and laundry, food services, or patient management.
- Strong leadership and interpersonal skills.
- Excellent communication and problem-solving abilities.
- Proficient in project management and financial analysis.
- Knowledge of PDPA and healthcare regulations.
- Carry out other responsibilities and duties as assigned from time to time.
