Associate Executive, Dental Operations & Administration

Senior / Associate Executive (Dental Operations & Administration) 

National Healthcare Group Polyclinics (NHGP) 

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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. 

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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