Associate Executive, Operation Admin (I&I)

Institution: Khoo Teck Puat Hospital

Family Group: Administration

NHG HEALTH

KHOO TECK PUAT HOSPITAL

JOB DESCRIPTION

JOB TITLE	:	Associate Executive	JOB CLASSIFICATION	:	Non-Exec
DEPARTMENT/SECTION	:	Innovation & Improvement Office (I&I)	JOB GRADE	:	JIG09
APPROVED BY	:	Head	EFFECTIVE DATE	:	1 May 2024
			REVISION DATE	:	1 Mar 2026

STATEMENT OF PURPOSE

The Innovation & Improvement (I&I) Office plays a strategic role in positioning Khoo Teck Puat Hospital and Yishun Community Hospital (KTPH & YCH) for future success by driving organisation‑wide transformation and innovation. In addition to strengthening operational excellence and quality improvement, I&I leads place‑based and community‑centred initiatives, which reimagines hospital environments as active wellness destinations that promote health creation, social connectivity, and community engagement. Through these efforts, I&I supports the hospital’s ability to achieve its strategic objectives efficiently and sustainably.

Leveraging Data and Insights: Using data-driven approaches to support decision-making, assess performance gaps and guide improvement efforts.
Facilitating Innovation: Encouraging and implementing new ideas that enhance operational efficiency, patient care and organisational effectiveness.
Building Capabilities: Strengthening the hospital’s ability to continuously improve through training, coaching and structured methodologies.

The Associate Executive will provide secretariat support, act as a liaison between I&I Office and internal and external stakeholders, handling administrative tasks and event planning for I&I Office as assigned.

MAJOR DUTIES AND RESPONSIBILITIES

(A) SPECIFIC (80%)

Secretariat Support and Meeting Coordination
1. Coordinate with internal and external parties to ensure all meeting arrangements are in place.
2. Arrange for meeting facilities, equipment, and any other logistical needs.
3. Prepare meeting materials, disseminate meeting agendas and relevant documents, and write meeting minutes.

Communication and Correspondence
1. Manage emails and other forms of correspondence in I&I common accounts.
2. Ensure timely and accurate dissemination of information to relevant parties.

Office Administrative and Event Planning
1. Assist in the planning and execution of departmental/campus events such as monthly Innovation & Improvement engagement programmes, training, annual festival and department bonding activities.
2. Manage the department’s fixed assets (e.g. laptops), office equipment and inventory such as stationery.
3. Assist in the administrative support for the onboarding and offboarding of staff.
4. Assist with procurement, payment processes and tracking of programme fund expenditure.
5. Assist with other office administrative duties.

(B) GENERAL (20%)

Support NHG Initiatives: Assist in new or revised NHG initiatives, programs, and events at the cluster level.

Corporate Event Support: Assist in the planning and support of corporate events as necessary.

ORGANISATION RELATIONSHIP


(SUPERVISOR’S SUPERIOR)	Head

(SUPERVISOR)	Assistant / Deputy Director

(JOB HOLDER)	Associate Executive

JOB REQUIREMENTS

(A) EDUCATION, TRAINING AND EXPERIENCE

Minimally hold a recognised Diploma in any discipline.
More than 2 years of relevant working experience, preferably in the healthcare sector.

Comfortable with uncertainty in work assignments.
Good written and organisational skills, ability to multi-task and forward-thinking.

Good interpersonal skills with the ability to work as part of a team and independently, cross-functional collaboration and stakeholder management.
Proficiency in Microsoft Office.
Meticulous, resourceful and proactive.

(B) PROFESSIONAL LICENCE

Nil

ABNORMAL PHYSICAL WORKING CONDITION