Job description for Sr Executive at National Healthcare Group Polyclinics
Job description:
KEY RESPONSIBILITIES
We offer:
KEY RESPONSIBILITIES
Company description:
National Healthcare Group Polyclinics
The incumbent will provide administrative and operational support for medical student postings from NUS Yong Loo Lin School of Medicine (YLLSoM).
In addition, the incumbent will oversee medical student electives and other student attachments into NHGP.
- NHGP Education Office
- Together with NHG Education Office and NHGP Finance, assist in the collation and submission of the annual MOH audit report and the reporting of Pre-Employment Clinical Training (PECT) funding utilization
- Support the teaching recognition process for the medical undergraduate teaching faculty
- Support the planning and implementation of Pre-Professional Education initiatives in NHGP
- Medical Student Postings (YLLSoM)
- Main liaison for the YLLSoM medical student postings - work with both YLLSoM and NHGP medical undergraduate teaching faculty
- Provide end-to-end administrative and operational support for the YLLSoM medical students' postings - pre-, during, and post-posting inclusive.
- Manage the academic and teaching appointments with YLLSoM for NHGP medical undergraduate teaching faculty
- Assist the NHGP Education Office by providing updates or information on the YLLSoM medical student postings - PECT fund management, billing requests, etc.
- Medical Student Electives and Other Student Attachments
- Assist in the coordination of elective postings for the undergraduate medical students
- Arrange and coordinate logistics for ad-hoc student attachments
The incumbent will provide administrative and operational support in the areas of training for in-service NHGP doctors.
- Medical training for in-service doctors in NHGP
- Support CME training sessions
- Review and identify relevant clinical topics for CME trainings, including the coordination with relevant doctors-in-charge
- Liaise with hospital specialists to arrange regular CME talks for all polyclinic clinicians, nurses, and other healthcare professionals.
- Support the admin and logistics of the CME trainings, either on-site or online, and assist in the post-talk attendance submission.
- Work with partners to broadcast CME details to the partner GPs in the Central-North region
- Attendance management for training sessions
- Compile training attendances for reporting at relevant meeting platforms
- Appointment Management for Key Trainers
- Assist Director/Assistant Directors in management of participation request in external training sessions
- MOPEX and New Doctors' Induction Training
- Provide administrative and logistical support in inducting new doctors / medical officers
- Track and monitor the completion of the induction assessments
- Assist in the tracking and updating of training materials
- Resource & knowledge platform management
- Manage the department's e-library platform, including
- Overseeing user accounts and subscription renewals
- Process payments and billings related to e-resource subscriptions
- Provide user support and basic troubleshooting for e-resources
- Department asset management
- Manage regular sighting exercises for department assets
- Maintain and update department asset inventory
- Prepare and submit asset condemnation requests when required
- Edutech, Digitalisation, & Process Automation
- Support the digitalization of workflows and automation of training-related processes (e.g. attendance tracking, evaluation collection, reporting)
- Assist in implementing automation solutions using tools, such as AI, RPA systems, and data dashboard tools
- Identify opportunities to streamline manual workflows through digital forms, data integrations, and process redesign
- Shared Department Duties
- Provide assistance and support on the following activities / event organized by FMD:
- Primary Care Conference / Primary Care Forum
- Overseas Experts Visit Programme (OEP)
- FMD Retreat
- General Admin
- Assist Senior Director / Director and Trainers in amending presentation slides
- Arrange meetings upon request
- Minutes-taker upon request
Qualifications
:
- A recognized degree in any discipline, fields related to Education, Learning & Development, or Business Administration is advantageous.
- Experience in training administration, education operations, or healthcare settings is preferred.
- Experience or interest in automation tools (e.g. RPA, Power Automate) is an added advantage.
Required Competencies
:
- Relevant experience in learning administration, training coordination, or education, would be preferred.
- Proficient in Microsoft Office tools (Excel, PowerPoint, Outlook)
- Working knowledge in managing digital education tools and LMS platforms
- Strong organization, coordination, and administrative skills
- Detail-oriented with strong data management and reporting capabilities
- Good communication and stakeholder engagement skills
- Interest in Edutech, digitalization, workflow automation, and process improvement
The incumbent will provide administrative and operational support for medical student postings from NUS Yong Loo Lin School of Medicine (YLLSoM).
In addition, the incumbent will oversee medical student electives and other student attachments into NHGP.
NHGP Education Office
Together with NHG Education Office and NHGP Finance, assist in the collation and submission of the annual MOH audit report and the reporting of Pre-Employment Clinical Training (PECT) funding utilization
Support the teaching recognition process for the medical undergraduate teaching faculty
Support the planning and implementation of Pre-Professional Education initiatives in NHGP
Medical Student Postings (YLLSoM)
Main liaison for the YLLSoM medical student postings - work with both YLLSoM and NHGP medical undergraduate teaching faculty
Provide end-to-end administrative and operational support for the YLLSoM medical students' postings - pre-, during, and post-posting inclusive.
Manage the academic and teaching appointments with YLLSoM for NHGP medical undergraduate teaching faculty
Assist the NHGP Education Office by providing updates or information on the YLLSoM medical student postings - PECT fund management, billing requests, etc.
Medical Student Electives and Other Student Attachments
Assist in the coordination of elective postings for the undergraduate medical students
Arrange and coordinate logistics for ad-hoc student attachments
The incumbent will provide administrative and operational support in the areas of training for in-service NHGP doctors.
Medical training for in-service doctors in NHGP
1. Support CME training sessions
Review and identify relevant clinical topics for CME trainings, including the coordination with relevant doctors-in-charge
Liaise with hospital specialists to arrange regular CME talks for all polyclinic clinicians, nurses, and other healthcare professionals.
Support the admin and logistics of the CME trainings, either on-site or online, and assist in the post-talk attendance submission.
Work with partners to broadcast CME details to the partner GPs in the Central-North region
2. Attendance management for training sessions
Compile training attendances for reporting at relevant meeting platforms
MOPEX and New Doctors' Induction Training
Provide administrative and logistical support in inducting new doctors / medical officers
Track and monitor the completion of the induction assessments
Assist in the tracking and updating of training materials
Resource & knowledge platform management
Manage the department's e-library platform, including
Overseeing user accounts and subscription renewals
Process payments and billings related to e-resource subscriptions
Provide user support and basic troubleshooting for e-resources
Department asset management
Manage regular sighting exercises for department assets
Maintain and update department asset inventory
Prepare and submit asset condemnation requests when required
Edutech, Digitalisation, & Process Automation
Support the digitalization of workflows and automation of training-related processes (e.g. attendance tracking, evaluation collection, reporting)
Assist in implementing automation solutions using tools, such as AI, RPA systems, and data dashboard tools
Identify opportunities to streamline manual workflows through digital forms, data integrations, and process redesign
Shared Department Duties
Provide assistance and support on the following activities / event organized by FMD:
Primary Care Conference / Primary Care Forum
Overseas Experts Visit Programme (OEP)
FMD Retreat
General Admin
Assist Senior Director / Director and Trainers in amending presentation slides
Arrange meetings upon request
Minutes-taker upon request
Qualifications:
A recognized degree in any discipline, fields related to Education, Learning & Development, or Business Administration is advantageous.
Experience in training administration, education operations, or healthcare settings is preferred.
Experience or interest in automation tools (e.g. RPA, Power Automate) is an added advantage.
Required Competencies:
Relevant experience in learning administration, training coordination, or education, would be preferred.
Proficient in Microsoft Office tools (Excel, PowerPoint, Outlook)
Working knowledge in managing digital education tools and LMS platforms
Strong organization, coordination, and administrative skills
Detail-oriented with strong data management and reporting capabilities
Good communication and stakeholder engagement skills
Interest in Edutech, digitalization, workflow automation, and process improvement
