Clinic Operation Admin

Role Purpose:

To coordinate clinic administration, documentation, regulatory record tracking, inventory monitoring and branch operational support. The role helps ensure accurate and accessible records, timely follow-up of compliance matters, effective stock controls and smooth coordination between clinic branches, vendors and relevant internal departments.

Job Roles and Responsibilities:

1. Administration, Documentation & Compliance:

• SOPs, memos and policies: Draft, revise and format clinic SOPs, memos, policies and operational guidelines as instructed; obtain required review and approval before circulation.

• Document control: Maintain approved operational and regulatory records in designated folders or systems, with appropriate filing, version control and retrieval.

• Compliance follow-up: Track the completeness and validity of clinic compliance records; liaise with branches on missing, outdated or expired documentation and follow up on corrective actions.

• Licences and certificates: Maintain a central register of clinic licences, certificates and registrations; monitor expiry dates and coordinate renewal documentation and follow-up with relevant parties.

• Audit readiness: Prepare supporting records for internal or external audits and management reviews; maintain trackers for submissions, document gaps and outstanding actions.

• Clinic system support: Assist branches with administrative system issues and data checking; coordinate and escalate technical matters to the responsible department.

2. Inventory & Branch Operations:

• Stock monitoring: Monitor clinic inventory levels and record accuracy; investigate reported discrepancies and coordinate resolution with branches.

• Expiry and stock rotation: Identify near-expiry items and support FEFO/FIFO practices where applicable; coordinate action to reduce wastage and overstock.

• Monthly stock checks: Coordinate monthly branch stock checks, review discrepancies and follow up on adjustments and corrective actions.

• Annual stock take: Support annual physical stock counts, reconciliation and preparation of supporting records.

• Branch visits and audits: Join scheduled branch visits with the designated lead to review stock conditions, arrangement, expiry controls and adherence to procedures; document and follow up on findings.

• Stock transfers: Coordinate inter-clinic stock transfers to improve stock utilisation and reduce expiry risks.

• Inventory reporting: Maintain stock-check reports, expiry reports, stock records and branch-visit findings in an organized, audit-ready manner.

3.Environmental & Facility Coordination:

• e-SWIS records: Maintain scheduled-waste documentation and submissions through e-SWIS, ensuring records are current and complete.

• Pest control: Coordinate pest-control servicing with branches and vendors, maintain service records and follow up on findings and corrective actions.

4.Reporting & Accountability:

• Report directly to Line Manager for task assignments, work priorities, progress updates and routine operational escalations.

• Provide updates and reports to Head of Department through the established reporting line, and escalate significant compliance, stock or operational risks as directed.

• Maintain accurate trackers and supporting documentation; highlight overdue actions, unresolved discrepancies and renewal deadlines promptly.

• Coordinate with clinic branches and relevant departments within approved authority; obtain management approval where required before implementing policy changes or adjustments.