Associate Executive, Dental Operations & Administration

Family Group: Administration

Senior / Associate Executive (Dental Operations & Administration)

National Healthcare Group Polyclinics (NHGP)

________________________________________

What the role is;

You will provide operational and administrative support to dental clinics and headquarters functions within NHGP, Dental Services, ensuring smooth day-to-day operations, effective coordination across stakeholders, and compliance with regulatory and organisational standards. The role requires strong organisational ability and the capacity to manage multiple workstreams in a dynamic healthcare environment.

________________________________________

What you will be working on

1. Operations & Administration

• Manage scheduling and coordination of the Director’s and Deputy Director’s calendars
• Provide secretarial support for department meetings, including preparation and minutes taking
• Process claims and payments
• Prepare and analyse operational data and reports
• Maintain accurate and up-to-date departmental documentations
• Handle medico-legal documentation and support service recovery cases

2. Coordination & Stakeholder Support

• Coordinate bi-annual onboarding and postings of Dental Officers (DOPEX)
• Liaise with internal and external stakeholders (e.g. HR, IT, MOHH) to support operational needs
• Respond to staff queries and provide administrative support to the department
• Coordinate training programmes, including logistics, scheduling and attendance tracking
• Plan and support departmental events, meetings, and activities

3. Compliance, Systems & Asset Management

• Maintain equipment records, servicing schedules, and license renewals
• Support radiation badge (TLD) collection and exchange in accordance with regulatory requirements.
• Track equipment issues and prepare regular reports on breakdowns
• Support audits and ensure compliance with documentation and quality standards
• Maintain IT assets and staff access systems
• Update and maintain departmental policies, procedures and work instructions

Additional responsibilities (for Senior Associate Executive)

• Support financial tracking and monitoring
• Conduct supplier performance reviews and assist in contract renewals

What we are looking for ;

• Diploma in Business Administration, Healthcare Management, or related discipline
• Relevant experience in healthcare operations or administrative roles preferred
• Strong organisational and coordination skills with the ability to manage multiple priorities
• Good interpersonal and communication skills to engage stakeholders effectively
• Detail-oriented, proactive, and resourceful
• Ability to work independently and as part of a team
• Proficient in Microsoft Office applications