Senior / Associate Executive, Clinical Operations (Pre-Hospital)

About Us

Woodlands Hospital is a next-generation healthcare system in Singapore, designed from the ground up to meet the future of care. As a new integrated acute and community hospital with specialist outpatient services and innovative care models, we go beyond traditional hospital walls to deliver person-centred, connected, and seamless care.

Our mission is to redefine healthcare for a rapidly aging and diverse population through digital innovation, preventive health, and strong partnerships with the community. With a deep commitment to team-based care, sustainability, and health equity, Woodlands Hospital is not just about treating illness – we are building a healthier future for all.

Why This Role Matters

Effective administrative and operational support is essential to the smooth functioning of healthcare services. This role provides comprehensive administrative, secretarial, and coordination support to the Division of Pre‑Hospital and Medicine under the Acute Care Enterprise.

Working closely with the Operations Director and various stakeholders, you will play a key role in ensuring the efficient management of departmental operations, staff support processes, procurement activities, meetings, and organisational initiatives. Your contributions will help enable clinical and operational teams to focus on delivering high-quality care and services.

What You Will Drive

1. Executive & Secretarial Support

• Provide administrative and secretarial support to the Operations Director, including calendar management, claims processing, travel arrangements, and other administrative duties.
• Coordinate appointments, meetings, and follow-up actions to support operational priorities.
• Assist in preparing correspondence, presentations, reports, and documentation as required.

2. Division Administration & Operations Support

• Provide overall administrative support to the Division of Pre‑Hospital and Medicine.
• Coordinate meeting logistics, maintain records, support data entry, and collate information for reporting purposes.
• Monitor and track staff learning and training requirements.
• Support fire warden and workplace readiness responsibilities where required.
• Manage stationery and office resources to ensure operational needs are met.
• Coordinate with relevant teams on IT, facility maintenance, and workplace support matters.

3. Secretariat & Stakeholder Coordination

• Provide secretariat support for departmental meetings, committees, and operational workgroups.
• Schedule meetings, prepare agendas, take minutes, and track follow-up actions.
• Support the preparation of meeting materials, presentations, reports, and briefing papers.
• Coordinate departmental events and engagement sessions involving internal and external stakeholders.

4. Staff Onboarding & Engagement

• Support onboarding and offboarding processes for staff, including:
  • IT system access applications
  • Uniform arrangements
  • Workspace and desk assignments
  • Orientation coordination
• Coordinate staff engagement and team cohesion activities to foster a positive work environment.

5. Procurement & Vendor Management

• Support procurement and purchasing activities, including obtaining quotations, raising payment requests, and tracking procurement progress.
• Liaise with vendors for equipment demonstrations, trials, and related arrangements.
• Coordinate and monitor delivery of equipment, supplies, and departmental purchases.
• Maintain proper documentation and follow-up of procurement-related matters.

6. Information Management & Data Support

• Maintain the department intranet site, including content updates, document management, and user access administration.
• Conduct basic costing exercises, data collation, and analysis to support departmental planning and decision-making.
• Prepare simple reports and summaries for management review.

7. Other Responsibilities

• Support departmental projects, initiatives, and operational activities as assigned.
• Perform any other duties assigned by the Reporting Officer in support of departmental and organisational objectives.

What You Bring

Education & Experience

• Diploma qualification
• Typically 4 years of relevant experience in administrative, operations, or secretarial support roles.
• Prior secretarial or executive support experience is preferred.
• Healthcare experience will be an advantage.

Attributes

• Strong organisational skills with the ability to multitask and manage multiple priorities effectively.
• Good project coordination and administrative management capabilities.
• Excellent interpersonal and communication skills, with the ability to engage stakeholders at all levels.
• Strong command of spoken and written English.
• Detail-oriented, proactive, and able to follow through on tasks independently.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Team player with a positive and service-oriented attitude.

Why This Role?

This role offers a valuable opportunity to support the operational success of a dynamic healthcare division while working closely with senior leaders and multidisciplinary teams. Your work will contribute to the effective functioning of key pre‑hospital and medicine services, enabling teams to focus on delivering safe, efficient, and patient-centred care.

By bringing your organisational strengths, adaptability, and commitment to excellence, you will play an important role in supporting Woodlands Hospital's mission of delivering integrated and future-ready healthcare.