Associate Executive, Dental Operations & Administration

Company description:

National Healthcare Group Polyclinics

Job description:

You will provide operational and administrative support to dental clinics and headquarters functions within NHGP, Dental Services, ensuring smooth day-to-day operations, effective coordination across stakeholders, and compliance with regulatory and organisational standards. The role requires strong organisational ability and the capacity to manage multiple workstreams in a dynamic healthcare environment.
What You'll Do:

1. Operations & Administration

• Manage scheduling and coordination of the Director's and Deputy Director's calendars

• Provide secretarial support for department meetings, including preparation and minutes taking

• Process claims and payments

• Prepare and analyse operational data and reports

• Maintain accurate and up-to-date departmental documentations

• Handle medico-legal documentation and support service recovery cases

2. Coordination & Stakeholder Support

• Coordinate bi-annual onboarding and postings of Dental Officers (DOPEX)

• Liaise with internal and external stakeholders (e.g. HR, IT, MOHH) to support operational needs

• Respond to staff queries and provide administrative support to the department

• Coordinate training programmes, including logistics, scheduling and attendance tracking

• Plan and support departmental events, meetings, and activities

3. Compliance, Systems & Asset Management

• Maintain equipment records, servicing schedules, and license renewals

• Support radiation badge (TLD) collection and exchange in accordance with regulatory requirements.

• Track equipment issues and prepare regular reports on breakdowns

• Support audits and ensure compliance with documentation and quality standards

• Maintain IT assets and staff access systems

• Update and maintain departmental policies, procedures and work instructions

Additional responsibilities:

• Support financial tracking and monitoring

• Conduct supplier performance reviews and assist in contract renewals

What we are looking for ;

• Diploma in Business Administration, Healthcare Management, or related discipline

• Relevant experience in healthcare operations or administrative roles preferred

• Strong organisational and coordination skills with the ability to manage multiple priorities

• Good interpersonal and communication skills to engage stakeholders effectively

• Detail-oriented, proactive, and resourceful

• Ability to work independently and as part of a team

• Proficient in Microsoft Office applications