Medical Store Administrative Officer

Job Summary

The Medical Store Administrative Officer is responsible for the day-to-day administration and coordination of Ju Eng Home’s medical store and related inventory activities.

The role ensures that medical supplies, consumables and other assigned items are properly received, checked, stored, recorded, issued and replenished to support uninterrupted resident care and nursing operations.

The Medical Store Administrative Officer maintains accurate inventory records, monitors stock levels and expiry dates, coordinates deliveries and works closely with Nursing, Procurement, Finance and suppliers to ensure appropriate stock availability and proper documentation.

The role also supports the receipt, verification, recording and storage of approved in-kind donations anddonated supplies in accordance with JEH’s donation and inventory controlprocedures.

The role is responsible for maintaining proper storekeeping practices, stock accountability, trace ability and audit-ready records.

Key Responsibilities

1. Medical Store Operations

Manage the day-to-day administrative activities of the medical store.

Ensure medical supplies and consumables are properly received, stored and issued.

Maintain an orderly, clean and well-organised store environment.

Ensure supplies are stored according to applicable storage requirements.

Monitor stock availability and highlight potential shortages promptly.

Ensure commonly used and critical supplies are readily available to support resident care.

Support the smooth and timely supply of items to Nursing and other user departments.

2. Goods Receiving

Receive deliveries from suppliers and verify items against purchase orders, delivery orders or approved supporting documentation.

Check quantities, item descriptions, packaging and visible condition of delivered goods.

Verify expiry dates where applicable.

Identify discrepancies, shortages, damaged items or incorrect deliveries.

Liaise with Procurement on delivery discrepancies and follow-up actions.

Ensure delivery documents are properly acknowledged and maintained.

Escalate significant receiving issues to the Procurement & Supply Chain Manager.

3. Inventory Management

Maintain accurate inventory records for medical supplies, consumables and other assigned stock items.

Update stock receipts, issuances, transfers and adjustments promptly.

Monitor stock levels against established minimum and maximum levels.

Monitor reorder points and highlight items requiring replenishment.

Track consumption patterns and unusual changes in usage.

Assist in identifying slow-moving, excessive or obsolete stock.

Ensure physical stock is reasonably aligned with system or inventory records.

4. Expiry & Stock Rotation

Monitor expiry dates of medical supplies and consumables.

Apply appropriate stock rotation practices, including First Expiry, First Out where applicable.

Identify items approaching expiry and inform relevant departments early.

Coordinate appropriate redistribution or prioritised usage of near-expiry items where suitable.

Segregate expired, damaged or unsuitable stock.

Ensure expired or unusable items are not issued for resident care.

Maintain appropriate records relating to expired or disposed stock.

5. Stock Issuance

Process stock requests from wards and departments in accordance with approved procedures.

Prepare and issue requested items accurately and promptly.

Verify item and quantity before release.

Ensure stock issuances are properly recorded.

Follow up on incomplete or unclear requests where necessary.

Highlight unusual or excessive consumption patterns.

Escalate stock constraints or critical shortages to the Procurement & Supply Chain Manager.

6. Stock Replenishment

Monitor inventory levels and identify items requiring replenishment.

Prepare replenishment information, stock requests or purchase requisitions where required.

Coordinate with Procurement on outstanding or urgent supply requirements.

Follow up on expected delivery dates.

Highlight critical items at risk of stock-out.

Support contingency arrangements for essential supplies.

Maintain visibility of outstanding orders affecting store availability.

7. Stock Count &Reconciliation

Conduct routine cycle counts and scheduled physical stock counts.

Participate in periodic inventory stocktakes.

Reconcile physical stock against inventory or system records.

Identify and report stock variances.

Assist in investigating discrepancies.

Maintain supporting records for stock adjustments.

Follow up on agreed corrective actions arising from stock discrepancies.

8. In-Kind Donations &Donated Supplies

Receive approved in-kind donations delivered to JEH.

Verify donated items against the donor form, delivery documentation or relevant internal records.

Check the quantity, condition, packaging and expiry date of donated supplies.

Coordinate with the relevant user department to confirm suitability of donated items where required.

Record accepted donated items accurately in the appropriate inventory or donation records.

Ensure donated items accepted into the medical store are properly labelled, stored and controlled.

Apply normal stock-control and expiry-management requirements to donated supplies.

Segregate and escalate items that are expired, damaged, unsuitable or not approved for use.

Provide receiving confirmation and supporting documentation to the relevant department for donor acknowledgement.

Support stock reconciliation and audit requirements relating to donated items.

Maintain proper traceability of donated goods from receipt to issuance where applicable.

Refer donor communication, acknowledgement letters and fundraising-related matters to the appropriate department.

9. Supply Coordination with Nursing

Liaise closely with Nursing staff on medical-supply requirements.

Clarify stock requests and availability where necessary.

Communicate shortages, substitutions or delivery delays promptly.

Support urgent operational requirements where appropriate.

Gather feedback on recurring supply or product issues.

Assist in coordinating alternative arrangements when approved items are unavailable.

Escalate significant supply or product concerns appropriately.

10. Product & Storage Control

Ensure medical supplies are clearly labelled and stored in designated locations.

Maintain appropriate separation and organisation of different stock categories.

Monitor storage conditions where specific requirements apply.

Identify damaged, opened or compromised packaging and remove affected items from usable stock.

Ensure returned or quarantined items are appropriately separated.

Support proper disposal or return arrangements.

Ensure restricted or specially controlled items, where applicable, are managed according to approved procedures.

11. Vendor & Delivery Coordination

Coordinate routine delivery arrangements with suppliers where required.

Follow up on late, incomplete or incorrect deliveries.

Provide delivery-related feedback to Procurement.

Maintain records of recurring supplier delivery issues.

Assist in coordinating return or exchange of incorrect, defective or damaged items.

Support delivery scheduling to minimise disruption to operations.

Provide operational feedback on vendor performance where required.

12. Documentation & Record Keeping

Maintain accurate and complete store and inventory documentation.

File delivery orders, issue records, adjustment records and related documents.

Maintain inventory trackers, stock registers and other assigned records.

Ensure records are properly updated and readily retrievable.

Support preparation of stock, usage and consumption reports.

Maintain appropriate records relating to donated goods.

Ensure supporting documents are organised and audit-ready.

13. Audit & Compliance Support

Prepare store, inventory and donation-related records for internal and external audits.

Support inventory checks and compliance reviews.

Assist auditors or reviewers in locating relevant supporting documentation.

Follow up on audit findings and corrective actions.

Ensure approved stock-control procedures are consistently followed.

Highlight irregularities, unusual stock movements or control weaknesses.

Maintain an audit-ready store environment and documentation system.

14. Housekeeping & Store Safety

Maintain cleanliness and good housekeeping within the medical store.

Ensure walkways, storage shelves and work areas are kept safe and accessible.

Ensure items are safely stacked and appropriately stored.

Report damaged shelving, equipment or safety concerns.

Follow workplace-safety requirements during storage and handling activities.

Support pest-control and environmental monitoring activities where applicable.

Ensure appropriate access control to store areas.

15. Supply Continuity Support

Assist in monitoring critical and essential supplies.

Highlight items with unusually low stock levels.

Support identification of alternative stock where approved.

Provide timely updates on supply shortages.

Assist with emergency or urgent stock distribution where required.

Support contingency stock arrangements for essential medical supplies.

Maintain appropriate records of critical stock where assigned.

16. Administrative Support

Prepare routine inventory, stock, delivery and donation-related reports.

Update spreadsheets, inventory systems and tracking records.

Support preparation of purchase requests and supporting documentation.

Assist the Procurement & Supply Chain Manager with supply-related administrative matters.

Maintain departmental files and records.

Support preparation of information for meetings, reviews or audits.

Perform other duties related to store and supply-chain operations as assigned.

Requirements

Diploma, Higher NITEC or relevant qualification in Logistics, Supply Chain Management, Business Administration, Healthcare Administration or a related discipline.

Preferably at least

2–3 years of relevant experience

in store, inventory, logistics or supply-chain operations.

Experience handling medical supplies or healthcare consumables would be advantageous.

Good numerical and record-keeping skills.

Strong attention to detail and accuracy.

Able to organise and maintain inventory systematically.

Comfortable working with Nursing staff, suppliers and internal departments.

Able to perform physical stock checks and routine store duties.

Proficient in Microsoft Office, particularly Excel.

Experience with inventory or ERP systems would be advantageous.

Experience in healthcare, nursing homes or institutional environments would be advantageous.

Key Competencies

Medical Store Administration

Inventory Control

Stock Receiving & Issuance

Stock Reconciliation

Expiry Management

In-Kind Donation Handling

Documentation & Record Keeping

Attention to Detail

Numerical Accuracy

Supply Coordination

Organisational Skills

Audit Readiness

Safety Awareness

Problem Solving

Communication

Teamwork

OUR MISSION

To provide shelter and care for the aged and the frail aged of Singapore, destitute or otherwise, irrespective of race and religion and promote their physical, mental and spiritual welfare.

OUR VISION

To put into practice the Biblical injunction of showing kindness to mankind, especially to the poor and destitute, the aged and the frail aged.

OUR OBJECTIVES

To show kindness to the poor and elderly;

To provide shelter, food and care regardless of race and religion;

To promote their physical, mental and spiritual well being; and

To improve their medical condition.

The Home provides up to 584 beds for full residential care and is equipped with modern facilities for the physical, emotional and spiritual well-being of the elderly. It also provides Respite Care (Short Term Stay of minimum 7 days), subject to terms and conditions.