Administrative Assistant (Dental)

About the role

• This position ensures that the medical affairs team & dental team job functions as smoothly as possible administratively

• Provide administrative support to medical affairs & dental team (mainly)

• Involve in the day-to-day administrative work to support in document control, updating of roster, product reports, time chits, minutes, procurement, and projects (administratively)

• Create posters for events/outreach initiatives

Key responsibilities

• Drive Patient Engagement & Operations Excellence

  • Proactively manage appointment scheduling to meet and exceed annual KPIs

  • Deliver a welcoming and efficient experience by managing walk-in patients with professionalism and care

  • Coordinate referrals to tertiary institutions when required, ensuring seamless patient transitions

• Ensure Equipment Reliability & Clinic Readiness

  • Oversee preventive maintenance scheduling to keep all equipment operating optimally

  • Liaise with vendors to resolve equipment issues promptly, minimizing service disruptions

• Coordinate Meetings & Administrative Excellence

  • Organise and facilitate regular meetings, including agenda preparation, documenttaion, minutes-taking, and follow-ups

  • Maintain well-structured records and archives for easy access and reference

  • Develop professional documnetation and surveys using MS Office tools

• Support Training & Professional Development

  • Administer training requests and maintain accurate training records (e.g., TRF, CME/CPE sessions)

  • Monitor BCLS + AED certification status for doctors and nurses, collaborating with HR to ensure compliance and readiness

• Champion Community Outreach & Partnerships

  • Play an active role in dental outreach initiatives to promote community health

  • Build and maintain strong partnerships with government agencies, NGOs, and private organisations to secure funding and grants

  • Engage volunteers and dental professionals to strengthen programme impact and outreach

• Leverage Technology & Date for Continuous Improvement

  • Utilise digital systems (e.g., electronic patient records, appointment platforms) to streamline operations

  • Monitor programme performance, identify opportunities for improvement, and implement enhancements

  • Analyse and present data insights through reports and visual representations to support decision-making

• Provide Stratefic & Operational Support

  • Collaborate closely with the dental team and Assistant Director on projects, initiatives, and daily operations

  • Take on additional responsiblities as needed, demonstrating flexibility and a proactive mindset

About you

• Minimum Diploma in any discipline

• Minimum 1 – 2 years of relevant experience in project management and administration, preferably with experience in dental settings

• Demonstrate flexibility to support the team in clinical operations

• Candidates with dental assisting experience will be advantageous

• Good communication (oral and written) skills

• Must be very conversant in Mandarin to attend to Mandarin-speaking patients

• Good PC skills especially in Microsoft Office

• Ability to work in a fast-paced environment

• Decision-making skills

• Interpersonal skills

• Good organisation and management of task and responsibilities

• Project Management skills