Associate Executive, Nursing Admin

Roles & Responsibilities

We are looking for an Associate Executive to support nursing operations and administrative functions in a dynamic healthcare environment.

✅ Administrative experience
✅ Healthcare background preferred
✅ Strong coordination and communication skills
✅ Meaningful work that supports patient care

Job Summary

The role provides administrative support to nursing departments and facilitates communication between departments, hospitals, the Ministry of Health, and external organizations.

Responsibilities

• Schedule appointments, interviews, meetings, and book rooms for nursing administrators and nursing staff to ensure smooth coordination
• Schedule and send reminders for nursing meetings including Inpatient Registered Nurse/Enrolled Nurse meetings and Nursing Quality meetings to maintain timely participation
• Create virtual meeting IDs and facilitate virtual meetings for Nursing Administrators and Supervisors as needed
• Answer calls and communicate effectively with Human Resource staff, ward supervisors, and nursing staff to support Nursing Administration
• Coordinate distribution and circulation of correspondence, circulars, seminars, and appraisal reports to relevant nursing personnel
• Generate and upload monthly nurse rosters for all wards and departments on the Intranet, including managing roster amendments
• Establish and maintain an organized filing system by recording, scanning, and dispatching incoming and outgoing mails and staff request letters for nursing administrator approval
• Maintain office equipment such as photocopiers, fax machines, laptops, and speakers to ensure operational readiness
• Collate Balanced Scorecard data from wards and departments and print in color for ward display to support performance monitoring
• Update and collate Mass Casualty and Staff Activation Lists quarterly to ensure current emergency preparedness information
• Coordinate training application forms for nursing staff to attend internal and external courses, ensuring timely submission
• Collate and register nursing nominees for courses, seminars, and congresses to support professional development
• Update initiatives such as photo albums for Nurses’ images, Doctors’ names and disciplines for Patient Information Panels and case note labels/spines to maintain accurate information
• Order PCN cards for existing nurses and arrange payments to ensure staff identification needs are met
• Distribute items such as PCN cards, pamphlets, and gifts to wards and departments to support nursing operations
• Perform other assignments or ad hoc projects as assigned by nursing administrators or supervisors to support department goals
• Exercise economy and care in the use of equipment and supplies to optimize resources
• Actively participate in hospital activities to support organizational culture and teamwork
• Collaborate with other departments to facilitate smooth discharge of duties and cross-departmental cooperation
• Provide coverage for the department secretary when necessary to maintain administrative continuity

Required competencies and certifications

• Knowledge of MS Office to perform administrative and coordination tasks efficiently
• Ability to work efficiently and independently to manage multiple responsibilities and deadlines

Preferred competencies and qualifications

• GCE ‘O’ / ‘A’ level, preferably with PSC qualification or Diploma
• At least 2–3 years of relevant administrative experience in a healthcare or nursing environment

Tell employers what skills you have

Data Reports
Microsoft PowerPoint
Minute Taking
Quality Improvement
Meeting Scheduling
Administration
Balanced Scorecard
Virtual Meetings
Appointment Scheduling
Event Coordination