Asst Manager

A. ABOUT COMPANY

NHG Polyclinics is the primary care arm of NHG Health, the regional health manager for 1.5 million residents in Central and North Singapore. NHG Polyclinics provides a comprehensive range of health services for the family, from treatment for acute medical conditions, management of chronic diseases, women and children health services, allied health to dental care. The focus of NHG Polyclinics’ care is on health promotion and disease prevention, early and accurate diagnosis, disease management through family physician led team-based care as well as enhancing the capability of Family Medicine through research and teaching.

B. JOB PURPOSE (ROLE and DEPARTMENT SUMMARY)

The senior/assistant manager (emergency preparedness) is part of the HQ operations department, which oversees the governance, planning and operational readiness of polyclinic services across the network. The department plays a central role in ensuring that clinic operations remain efficient, compliant and resilient in meeting both routine and extraordinary demands.

In this role, the incumbent supports the assistant director / senior manager in driving emergency preparedness and security readiness across all NHG Polyclinics, whilst contributing to the broader management of clinic operations. The role serves as NHG Polyclinics' emergency preparedness coordinator and alternate point-of-contact for security matters, working closely with the Ministry of Health (MOH), the Singapore Police Force and other relevant agencies to ensure that NHG Polyclinics is prepared to respond effectively to national and civil emergencies, mass casualty events, pandemic outbreaks and other healthcare-related crises. Beyond emergency preparedness and security, the incumbent also supports clinic operations through data analytics, process improvement, policy development and compliance audits.

C. KEY RESPONSIBILITIES

You will assist the assistant director / senior manager in governance, planning and implementing emergency preparedness activities, working through clinic operations team to ensure efficient and effective resource utilization, management of the clinic operations.

The main duties are:

1. Emergency Preparedness (EP) 

1. Perform as an EP coordinator for NHG Polyclinics, liaising with MOH and related agencies.
2. Responsible for MOH incident reporting matters and follow through (incident management framework). 
3. Responsible for EP work plans and implementation of EP plans for all NHG Polyclinics.
4. Ensure NHG Polyclinics is prepared and ready to support MOH during a national emergency, civil emergency and/or other healthcare related emergencies or situations that threaten the health of our populations. These include, but not limited to:

• Mass casualty incident
• Pandemic outbreak
• Haze (business disruption)
• Adverse weather conditions

5. Work with NHG polyclinics to develop polyclinic’s specific EP plans to deal with various types of anticipated healthcare EP situations by providing counsel to ensure requirements are met.
6. Support new polyclinics planning (infrastructure) with regards to EP requirements.
7. Work with NHG polyclinics in directing the conduct of table-top or full-scale exercises/drills to test current NHG Polyclinics SOP for EP and to revise plans as required in ensuring NHG Polyclinics is always ready.
8. Organise and/or conduct briefing/training on emergency preparedness and security matters to staff as per work plan.
9. Any other duties assigned by the supervisor.

2. Security 

1. Represent NHG Polyclinics (alternate point-of-contact) for security related matters under the MOH Security Framework.
2. Propose security initiatives to Senior Management for approval and communicate to all staff and work with the polyclinic management team to implement initiatives under the MOH Security Framework.
3. Establish the NHG Polyclinics Security Committee to ensure initiatives to protect the physical aspect of the polyclinics are being implemented as indicated in the MOH Security Framework.
4. Review security measures in the polyclinics to ensure operational readiness.
5. Liaise with the Singapore Police Force to conduct activities in NHG Polyclinics to raise security awareness.
6. Establish security plans for all polyclinics.
7. Ensure that individual polyclinic procures required items that provide security to the staff and patients in the respective premises.
8. Conduct table-top exercise or full-scale exercise (e.g. bomb threat) to test current NHG Polyclinics SOP and to ensure readiness of response to such a situation.
9. Advise on security requirements in the planning (infrastructure) of new polyclinics.

3. Clinic Operations 

1. Support assistant director / senior manager in working with clinic operations teams to analysis data and formulate feasible plans to meet desired Key Performance Indicators (KPIs).
2. Collaborate with other HQ departments, clinic operations teams and service partners to plan, develop and implement new or improvement to processes and/or workflows, and ensuring compliance to requirements by mean of audit, or such.
3. Organise change requests received, review and track progress of subsequent implementation.
4. Develop, implement and update policy manuals and work instructions.
5. Plan and conduct audits on clinic operations to ensure compliance.
6. Contribute to the development, implementation and monitoring of HQ Operation’s annual work plan.
7. Record and circulate minutes of HQ meetings

D. KEY REQUIREMENTS