Assistant Manager, Ops & Admin

The incumbent ensures service delivery levels for daily operational requirements are met. He/She is engaged in long term forecasting for more strategic measures. He/She plays an integral role in the smooth day-to-day operations and leads the team to ensure that regulatory requirements and service levels are met and maintained. He/She works closely with the other Heads of Departments to meet the organisation’s operational expectations, including Business Continuity Management. He/She oversees the administrative operations to establish clear and transparent procurement procedures and is also responsible for facility management for HCA. He/She is also responsible for management of HCA’s home equipment loan service and general inventory management of HCA’s assets/properties.

OPERATIONS AND FACILITY MANAGEMENT AND ADMINISTRATION

1.               Develops strategies for general HCA operations, procurement and administration functions to ensure regulatory compliance. Ensures that policies and procedures are implemented in compliance with the directives, guidelines and standards of Ministry of Health (MOH) and other government agencies.

2.                Plans, develops and implements administrative and procurement procedures.  Streamlines      processes, develops and implements systems and processes to monitor operations, budget

            and performance.

3.                Prepares annual budget for the areas under him/ her and monitors spending to ensure adequate resources to support the activities planned for the year.

4.               Oversees all HCA facilities, fixtures and equipment are maintained and serviced to meet all safety and operational requirements.  This includes telephone lines and network points.  Works with CEO on renovations and seating arrangements for HQ and with DON/ ADON for satellites.

5. Works closely with Finance for all payment for service/equipment purchased and on the procurement system in Navision (Dyn 365).

6. Ensures regular review of policies, practices, SOPs and level of service for continuous improvement and that these documents are updated regularly and documented.

7. Main coordinator for HCA’s Business Continuity Management (BCM) & Enterprise Risk

Management (ERM) activities. Responsible for overall service and quality - develops, implements and reviews risk management framework and disaster recovery policies and procedures to ensure the continuing safety and protection of occupants on HCA premises. Conduct annual BCP desktop exercise and Quarterly ERM reporting.

8. Responsible for all tasks related to HCA’s vehicles which include purchasing, servicing, and repairing vehicles, insurance, maintaining and tracking usage of petrol cards etc.

9. Prepares regular monthly reports to Management.

10. Works closely with project team for new setups.

B. ADMINISTRATION/ PROCUREMENT FUNCTIONS

1. Ensures quality front desk management in handling visitors and clients.

2. Establishes clear and transparent procurement procedures and monitors all purchases.

3. Ensures smooth mail runs across HQ and all work locations.

4. Ensures team maintains accurate records of staff access cards, cab charge usage, uniform

issuance etc.

C INVENTORY AND FACILITIES MANAGEMENT

1. Develops and puts in place inventory control management systems to ensure inventory and assets are monitored.

2. Provides a pro-active, efficient and effective facilities operations / management and health, safety and security service in the premises, ensuring high standards are maintained to enhance the customer experience. Responsible for ensuring the smooth transition of visitors and contractors entering and exiting the premises. Maintains accountability and replenishment of operational requirements i.e stationeries etc. for day to day operations.

3. Ensures the smooth running of day-to-day activities and resolution of issues quickly and effectively to maintain a safe and conducive environment for patients and staff.

4. Ensures team maintains accurate records of all equipment loan service. This includes but is

not limited to donating, disposing of equipment loan, managing loan service vendor etc

5. Develops and maintains close working relations with staff to facilitate the flow of information and ensures that maintenance requirements and fittings are managed proactively and effectively, particularly when visitors and contractors are in our premises.

6. Liaises with security team of Kwong Wai Shiu Hospital to ensure the smooth running of day- to-day security, developing and implementing processes and coordinating risk assessment.

7. Manages all utilities services at the centre, such as but not limited to electricity, aircon, gas and water, in order to ensure quality of service, cost-optimisation and best practice implementation.

Requirements :

·       Degree in any discipline

·       Minimum 3 years of similar work experience in a healthcare setting (preferred)

·       A proven track record of leadership

·       Good interpersonal and communication skills

·       Good organisational, time management and problem-solving skills

·       Able to multitask, work independently and in a team

·       Proactive, resourceful, able to work under pressure