Maintain comprehensive meeting records and oversee a centralised action item database, ensuring thorough follow-through and accountability for all tasks and decisions
Manage CIH's master calendar, coordinating team schedules and meetings
Oversee office logistics, including maintenance, security, and space allocation
Manage inventory and procurement of office supplies
Coordinate with facilities management for any office-related issues
Implement and maintain efficient filing systems for both physical and digital documents
Support auditing processes by preparing required documentation
Financial and Operational Support
Support budget tracking and expense management for CIH operations
Process invoices and expense claims, ensuring compliance with financial policies
Assist the administrative lead in financial management by initiating and maintaining Internal Order (IO) accounts for new innovation teams. Monitor and track expenses associated with these accounts, ensuring accurate financial reporting and budget adherence
Assist in developing and implementing financial processes and controls
Practice Changing Innovations (PCI) Programme Support
PCI Advisory Board Secretariat Management:
Schedule and coordinate annual Advisory Board meeting with Innovation Managers, ensuring all logistics are handled
Track timeline for preparation of Board meeting including consolidation of meeting materials and circulation to Board Members and meeting attendees
Track follow up items from Board meeting
Maintain a master tracker for all PCIs, including key milestones and deadlines
Coordinate with Innovation Managers to ensure timely updates on PCI progress
Event Planning and Execution
Support the planning and lead the execution of CIH events, including conference booths
Manage event logistics including venue setup
Coordinate with conference organiser, speakers and participants, managing invitations
Oversee on-site event management
Communication and Publicity Support:
Work closely with Innovation Manager and NUHS Corporate Comms to implement CIH's publicity strategy
Coordinate CIH's ecosystem contact database to circulate publicity posts
Support the maintenance and updating of CIH's website and social media presence
Assist in drafting publicity materials including CIH newsletter, social media posts
Operational Efficiency and Process Improvement
Continuously assess administrative processes and propose improvements
Develop and maintain standard operating procedures (SOPs) for key administrative functions
Job Qualifications
Bachelor's degree in Business Administration, Healthcare Management, or related field
3 to 5 years of experience in an administrative or operational role, preferably in a healthcare or innovation setting
Strong proficiency in Microsoft Office suite, particularly Excel and PowerPoint
Experience with project management tools and financial management software
Excellent organizational skills with the ability to manage multiple projects simultaneously
Superior written and verbal communication skills
Strong analytical and problem-solving abilities
Experience in event management and stakeholder coordination
Personal Attributes
Proactive and self-motivated with a strong work ethic
Adaptable and resilient in a fast-paced, changing environment
Exceptional interpersonal skills with the ability to work effectively with diverse stakeholders
High level of discretion in handling confidential information
Detail-oriented with a commitment to accuracy and quality
Passionate about innovation and continuous improvement in healthcare
