Job Summary
Work with the Executive Director in maintaining and overseeing the admin & operations systems and processes to support SANH in achieving its goals and mission. The services include but not limited to:
- Dietary Services for residents
- Laundry & Linen Services
- Contract services and agreements for purchase of services
- General admin processes and systems
Provide oversight of critical operational functions such as:
- Emergency preparedness and response/Business Continuity Plans
- Service integration within SAMH and SACS
Job Description
Operational support of ongoing services:
- Co-ordinate collaborative processes with internal partners, particularly within the SAMH and SACS service units to ensure smooth and effective service integration to kick start new services and projects.
- Support ED in managing the operations of the dietary (e.g resident food services) and laundry services, including the linen room functions.
- Support new work teams of SANH in overseeing ongoing operational matters within these new services, as well as operational matters relating to external services provided by vendors to ensure smooth delivery of patient care, accountability and internal control.
- Conduct review audits of the new services/projects to ensure that they are up to the mark and meet all the requirements/KPls of the licensing authorities (e.g. the MOH) and funding agencies (e.g. AlC).
- Establish systems to ensure quality records are maintained within the statutory required retention periods through proper identification, filing, storage, maintenance and disposition of records (Medical Records).
- Coordinate the renewal of all outsourced services, including the sourcing for quotations and preparation of vendor evaluation.
- Manage service agreements. Keep track of the expiry and renewal dates of all agreements; conduct market survey and review rental rates for renewal.
Procurement
- Obtains cost estimates for materials, supplies and services.
- Identifies potential suppliers/vendors, gathers and analyses information on them; recommends prospective vendors to Management.
- Prepares vendor contract and negotiates terms with vendors.
- Maintains inventory of materials, supplies and maintains records.
- Periodically assesses inventories and compares with market activity; may recommend adjustment of the procurement plan to Management.
- Reviews, analyses receiving/inspection documentation; forward receiving documents to Finance for vendor payment.
- Maintains records of approved suppliers and periodically evaluates vendor performance (e.g., conformance with stated requirements, trends, anamolies).
Emergency preparedness and response
- Develop operational procedures to ensure business continuity in response to and in managing emergency situations and national crisis (Business Continuity Plan, Flu Pandemic SOP, Mass Casualty Response Plan).
- Plan and conduct exercises and drills with new work teams to ensure the services’ preparedness to respond expeditiously in a crisis situation (eg Table Top Exercises).
Job Requirements
- General degree or equivalent from a recognized institution
- Minimum 5 years of working experience in a similar capacity
- Strong leadership and interpersonal skills.
- Excellent communication and problem-solving abilities.
