You will support the Chief Executive Officer (CEO) to ensure efficient operations, processes, and execution by maintaining a strong grasp of existing policies, guidelines, and systems. You will also supervise a team of Operations staff to ensure smooth day-to-day operations.
Job Responsibilities
Contract Management
- Manage external vendors for the provision of supplies and services in accordance to the contractual agreement (facility, equipment, security, landscape, pest control, waste management, transport, etc).
- Define scope of contractual or project / renovation works, obtain quotations / tenders and make recommendations on the most viable offers.
- Oversee and manage the appointed contractors to ensure that they conform to the required standards.
- Oversee schedule of contracts and activate the renewal process when due.
- Oversee verify work completion for payment.
Inventory Management
- Oversee storage and dispensing system for goods and assets.
- Supervise the proper inventory management of non-medical supplies and ensure that adequate stocks are available to meet the operational requirements.
Administrative Duties
- Develop operating procedures for the department and ensure compliance.
- Verify Invoices for issue of payments and monitor that expenses are kept within approved budget allocation.
- Assist in budget exercises to ensure sufficient provisions for proper upkeep of the Home.
Other Operations Duties
- Assist in planning and execution of annual work plan and budget for the Home.
- Work closely with other Heads of Departments to ensure the smooth operations of the Home.
- Perform the role of a Site Incident Controller (SIC) of the Company Emergency Response Team (CERT), lead the CERT Team to perform Incident Management, Fire-fighting Response and HazMat Response, and to maintain and update Fire Evacuation Plan, and conduct fire drills as required.
- To provide management dashboard, reports, timely statistics, data analysis and trending to stakeholder and submission of information to MOH and AIC.
- Work with Head of Departments for all audits and surveys, and be the point of contact.
- Ensure staff are adequately trained for their role and work with staff to define development plans for them.
- Manage residents and next-of-kin’s feedback, works with Quality Service Management (QSM) when required and update CEO.
- Constantly identify areas of improvement and be involved in Quality Improvement, Technology and innovation projects when required.
- Any other duties as assigned by the CEO. Be aware that some activities related to the Home may require voluntary work attendance outside normal hours.
Job Requirements
- Degree in related field, CERT Certification and Fire Safety Manager certification preferred.
- Preferably at least 5 years supervisory experience in healthcare sector preferred.
- Experience as leader in process improvement projects and/or innovation and technology projects would be advantage.
- Proficient in MS Office Word, Power Point and Excel.
- Good interpersonal, communication and organizational skills.
- Good command of English both verbal and written.
- Enthusiastic and passion for value-adding to elderly lives and client interaction.
