Operations & Admin Executive

About Diabetes Singapore

Diabetes Singapore (DS) is a charity and registered social service agency. At DS, we are dedicated to the fight against diabetes. We are committed to providing education, care, and support to people with diabetes, their families, and the wider community. Join our skilled team and make a tangible difference in the lives of those affected by this condition.

The Role

We are looking for a proactive, and solution-oriented Operations & Admin Executive to serve as the logistical backbone of our Clinical Services. This hybrid role bridges the gap between frontline patient services and back-end mobile operations.

You will act as the primary coordinator for our Mobile Bus Services, managing rosters and fleet logistics, while simultaneously overseeing front-of-house duties at our Centre. We value a diagnostic mindset - someone who takes ownership of operational challenges, relies on logic to navigate complex rostering dynamics, and ensures accurate data reporting to support management decisions.

Key Responsibilities

Mobile Bus Services Coordination

1. Act as the central point of contact for the Mobile Bus Services, managing the end-to-end coordination of schedules, locations, and logistics
2. Coordinate and propose deployment rosters for nurses and drivers work closely with management to finalise schedules and objectively resolve roster conflicts or deployment challenges
3. Liaise effectively with external partners, including Primary Care Networks (PCNs), General Practitioners, and Clinic Assistants to ensure seamless service delivery and
4. Manage fleet logistics to ensure operational readiness, including scheduling vehicle maintenance, servicing, and monitoring fuel usage.

Front Desk and Patient Experience

1. Manage day-to-day front desk operations, serving as the first point of contact for inquiries via phone, email, and walk-ins and
2. Handle patient registration and appointment scheduling.

Data Management, Reporting and Finance Support

1. Consolidate data and prepare monthly service performance reports for management review
2. Prepare and verify initial invoicing and billing data for mobile bus and centre services, ensuring accuracy and timeliness before submission to the Finance department for final processing and
3. Ensure timely and precise data entry across all operational systems (e.g., booking management systems, patient records) to maintain data integrity.

General Administration

1. Acquire and maintain a comprehensive understanding of all clinical services Standard Operating Procedures (SOPs) to ensure service consistency and use established protocols as the basis for operational decisions
2. Provide logistical support for community outreach events and
3. Identify operational bottlenecks and proactively propose solutions to improve workflow efficiency.

Job Requirements

Essential Requirements

• Diploma in Business Administration, Operations Management, or a related discipline. Candidates without a diploma but with strong relevant experience and the right mindset are welcome to apply.
• Proven experience in operations coordination, rostering, or administrative support in a fast-paced environment.
• Proven strong customer service etiquette with the ability to maintain a professional demeanor in front of patients and stakeholders.
• Must prove meticulous attention to detail in data handling. We require a candidate who understands the logic behind data collection rather than just data entry.
• Advanced digital fluency is mandatory. We require a candidate who is intuitively familiar with digital ecosystems (e.g., booking management systems, Xero, CRMs) and can operate independently without basic technical training. Includes the ability to leverage technology (such as Large Language Models) to enhance productivity, combined with the critical thinking skills to rigorously scrutinise and verify all automated outputs.
• Strong organisational skills for complex logistics. Must demonstrate the ability to systematically manage competing variables - for example, ensuring that a proposed roster change aligns with nurse availability, driver schedules, and vehicle maintenance windows simultaneously.
• Possesses the right mindset - values problem identification as much as solution delivery. We look for a candidate who anticipates operational gaps and diagnoses the right root causes to address, rather than simply reacting to symptoms.

Highly Desirable

1. Demonstrated ability to structure conversations, emails, reports, or proposals with sound logic. We value candidates who can write cogently - producing communication that is clear, coherent, and reasoned.
2. A reliable professional who works effectively as part of a team and independently.

Nice To Have

1. Prior experience in the healthcare or social service sector.
2. Experience in fleet or logistics management.