(Senior) Executive / Assistant Manager, Psychological Medicine, WEHS (Contract)

Job Purpose

The (Senior) Executive / Assistant Manager will be responsible for the management of assigned clinical service(s) across the continuum of care, and achieving stated outcomes in customer service, volume & financial targets, processes and learning & growth perspectives for progrmames under the Women’s Emotional Health Service (WEHS) and Department.

Duties and Responsibilities:

Primary Responsibilities and Duties (80%):

​​​​​​​Operations

• ​​​​​​​Ensure smooth daily operations of programme, partnering with programme leaders to solve system and process problems including administrative and operational matters.
• ​​​​​​​Ensure and promote continuous process improvement or review of services and care provided to meet programme’s and department’s objective.
• ​​​​​​​Work with department and/or other department managers to ensure a positive experience for patients along the continuum of care.
• ​​​​​​​Perform data management, collating and maintaining of patient database for clinical and research purpose.
• ​​​​​​​Assist in tracking, maintaining and reporting of key performance indicators and provide statistical report and updates on a regular basis.
• ​​​​​​​Responsible for the budget review, tracking, monitoring and management for programmes. Perform quarterly claim verification and submission to MOH.
• ​​​​​​​Act as the main liaison with MOH for programme needs and changes.

Business Management

• Responsible for achieving the volume and financial targets for the clinical services that he/she is assigned to. He/ She will be responsible for developing, implement and review business plans with Programme Director and/or Managers to ensure goals are achieved.
• The scope of business management includes annual financial budgeting and regular reviews with Programme Director and/or Managers, and development of new businesses.
• Responsible in procuring and management of logistics and infrastructure needs for business, which include medical and office equipment/ assets, clinic and office space.

Customer Service:

• Assist in the recruitment of suitable patients into the programme, which include appointment scheduling, referrals process and workflow, payment enquiries.
• In partnership with Programme Director and/or Managers, responsible for achieving customer satisfaction targets.
• Responsible for devising innovative services to continually improve service levels.

Staff Management:

• Manage, guide and mentor admin staff.
• Responsible for ensuring that admin/ new staff receive appropriate induction, orientation and training so that they possess appropriate skills and knowledge to carry out their jobs.
• In partnership with Programme Director, responsible for staff recruitment and retention to achieve a stable, skilled and motivated workforce and achieve the desired customer and business outcomes.

Communication:

• Responsible for two-way communication between staff and management. Ensure timely dissemination of information, escalation of issues and recommending solutions to problems.
• Participate in committees and other tasks as and when assigned.
• Encourage multi-disciplinary teamwork.

Secondary Responsibilities and Duties (20%):

• Provide administrative and logistic support for the programme and as assigned by supervisor.
• Requisite, control and maintain good utilization of office supplies.
• Support the training programme for partnering agencies conducted on a regular basis and any ad-hoc training as required.
• Disseminate and implement hospital’s policies and procedures, and ensure policies and procedures are current.
• Inculcate strategic HR Management policies or programme to achieve business goals, clients’ expectations and staff satisfaction.
• Any other projects or duties as directed by Programme Director and supervisor.

Job Requirements:

• Recognized degree (minimum).
• Analytical, quantitative and communication skills (written & verbal).
• Computer literacy skills – MS Office (Word / Excel / PowerPoint).
• Strong organizational, coordination, interpersonal and communication skills.
• Positive, motivated, able to manage pressure.
• Has initiative and able to perform multiple tasks.
• Ability to work independently and as a team.