Admin Executive (Nursing)

1. Manpower Administration, Attendance& Payroll Coordination
· Maintain and update staff leave application and ensure supported with documentation.

· Verify attendance records against duty roster, attendance systems, and actual working hours.

· Ensure overtime claims are properly verified and approved prior to payroll submission.

· Manage and consolidate monthly payroll-related records for more than 100 full-time Nursing staff and locum/agency staff.

· Liaise closely with HR Department regarding payroll submissions, discrepancies, attendance clarifications, leave reconciliation, and manpower records.

2. Procurement, Consumables &Inventory Management

· Manage the overall procurement and inventory processes for the Nursing Department.

· Monitor nursing supplies inventory and ensure adequate stock levels are maintained at all times.

· Liaise directly with vendors and suppliers regarding quotations, ordering, deliveries, replacements, discrepancies, and procurement-related matters.

· Process purchase requests and ensure timely ordering of nursing consumables, medical supplies, and operational items.

· Coordinate receiving of goods and ensure delivered items are verified against purchase orders and invoices.

3. Invoice Verification & Financial Administration

· Verify invoices submitted by vendors against delivered goods, approved quotations, and purchase orders.

· Liaise with Finance Department regarding invoice discrepancies, pending payments, missing documents, or procurement clarifications.

4. Training, Compliance & StaffCertification Tracking

· Maintain and monitor staff training, competency, and certification trackers.

· Support coordination of staff orientation, in-service training sessions, competency assessments, and refresher programmes.

· Audit preparation and ensure training/compliance records remain organised and up-to-date.

5. Staff Escort & Operational Coordination

· Maintain staff escort tracker for hospital appointments, external reviews, investigations, or operational escort duties.

· Assist in coordinating operational manpower deployment where required.

6. Medication Collection & Pharmacy Coordination

· Maintain medication collection tracker (except Controlled Drugs) from pharmacies and external healthcare providers.

· Coordinate with pharmacy vendors and Nursing staff regarding medication collection matters.

7. Meetings, Documentation &Administrative Coordination

· Prepare and circulate meeting minutes and ensure all staff do read them by obtaining their signatures.

8. New Staff Onboarding Coordination

· Coordinating onboarding arrangements for newly joined Nursing staff.

9. Quality Improvement, Audits & Licensing Support

· Assist Nursing leaders in preparing reports, trackers, memos, notices, and audit-related documents.

· Support Continuous Quality Improvement (CQI) activities, nursing quality initiatives, licensing inspections, and audit preparations.

Job Requirement:
* Diploma education
* 3 years' experience in supporting Technical or Operations administratively
* Good sense of priority and an eye for details
* Computer savvy

Others:
5 days week
Location: Changi