Job Purpose
The (Senior) Executive / Assistant Manager will be responsible for the management of assigned clinical service(s) across the continuum of care, and achieving stated outcomes in customer service, volume & financial targets, processes and learning & growth perspectives for progrmames under the Women's Emotional Health Service (WEHS) and Department.
Duties and Responsibilities:
Primary Responsibilities and Duties (80%):
Operations
- Ensure smooth daily operations of programme, partnering with programme leaders to solve system and process problems including administrative and operational matters.
- Ensure and promote continuous process improvement or review of services and care provided to meet programme's and department's objective .
- Work with department and/or other department managers to ensure a positive experience for patients along the continuum of care.
- Perform data management, collating and maintaining of patient database for clinical and research purpose.
- Assist in tracking, maintaining and reporting of key performance indicators and provide statistical report and updates on a regular basis.
- Responsible for the budget review, tracking, monitoring and management for programmes. Perform quarterly claim verification and submission to MOH.
- Act as the main liaison with MOH for programme needs and changes.
Business Management
- Responsible for achieving the volume and financial targets for the clinical services that he/she is assigned to. He/ She will be responsible for d eveloping, implement and review business plans with Programme Director and/or Managers to ensure goals are achieved .
- The scope of business management includes annual financial budgeting and regular reviews with Programme Director and/or Managers , and development of new businesses.
- Responsible in procuring and management of logistics and infrastructure needs for business, which include medical and office equipment/ assets, clinic and office space .
Customer Service:
- Assist in the recruitment of suitable patients into the programme, which include appointment scheduling, referrals process and workflow, payment enquiries.
- In partnership with Programme Director and/or Managers, responsible for achieving customer satisfaction targets.
- Responsible for devising innovative services to continually improve service levels.
Staff Management:
- Manage, guide and mentor admin staff.
- Responsible for ensuring that admin/ new staff receive appropriate induction, orientation and training so that they possess appropriate skills and knowledge to carry out their jobs.
- In partnership with Programme Director, responsible for staff recruitment and retention to achieve a stable, skilled and motivated workforce and achieve the desired customer and business outcomes.
Communication:
- Responsible for two-way communication between staff and management. Ensure timely dissemination of information, escalation of issues and recommending solutions to problems.
- Participate in committees and other tasks as and when assigned.
- Encourage multi-disciplinary teamwork.
Secondary Responsibilities and Duties (20%):
- Provide administrative and logistic support for the programme and as assigned by supervisor.
- Requisite, control and maintain good utilization of office supplies.
- Support the training programme for partnering agencies conducted on a regular basis and any ad-hoc training as required.
- Disseminate and implement hospital's policies and procedures, and ensure policies and procedures are current.
- Inculcate strategic HR Management policies or programme to achieve business goals, clients expectations and staff satisfaction.
- Any other projects or duties as directed by Programme Director and supervisor.
Job Requirements:
- Recognized degree (minimum).
- Analytical, quantitative and communication skills (written & verbal).
- Computer literacy skills MS Office (Word / Excel / PowerPoint).
- Strong organizational, coordination, interpersonal and communication skills.
- Positive, motivated, able to manage pressure.
- Has initiative and able to perform multiple tasks.
- Ability to work independently and as a team.
