Admin Assistant, Operation Theatre

ORGANIZATION AND MANAGEMENT 

• Responsible for keeping the State Registered Nurse / Trained Assistant Nurse / Nurse in Charge / Unit Manager informed of any incidents or reportable situations requiring nursing administration involvement. 

• Maintain unit statistics, including bookings and mail records. 

• Perform clerical duties as assigned by the Unit Staff, Unit Manager, and Nursing Administration. 

• Maintain and manage patient folders, ensuring all documents, forms, and referral letters are properly filed and organized. 

• Ensure all patient information in the hospital system is accurate and regularly updated. 

• Prepare and file patient folders for handover to the Medical Records Department. 

• Handle documents and patient data confidentially, in compliance with hospital policies. 

• Maintain adequate stock and supplies in the ward/department/unit; monitor usage and replenish as necessary. 

• Assist in checking and verifying laundry and linen supplies. 

• Assist in updating and replenishing disposable items. 

• Attend service meetings and participate in discussions related to ward operations. 

• Notify the Head of Services of any changes or issues affecting service quality or documentation standards. 

• Ensure all procedures performed are accurately charged and checked for completeness prior to submission. 

• Provide courteous and professional service to patients during admission and throughout their stay. 

• Carry out tasks assigned by the superior and provide timely feedback on completion. 

• Understand and support the hospital’s vision, mission, and service goals in all responsibilities. 

• Be familiar with the organizational structure and function effectively within the scope of nursing and administrative support. 

• Perform any other duties as assigned by the superior. 

HUMAN RESOURCE AND DEVELOPMENT 

• Take personal responsibility for professional development and remain up to date with professional changes and growth by maintaining mandatory learning hours. 

• Actively participate in any newly introduced services. 

• Maintain records of personal leave and training attendance. 

POLICIES AND PROCEDURES 

• Adhere to hospital policies and procedures, as well as the nursing code of conduct. 

• Maintain confidentiality of patients’ personal and medical information. 

• Ensure compliance with infection prevention and control protocols. 

FACILITIES AND EQUIPMENT 

• Assist qualified staff in the following: 

• Maintain proper storage of biomedical equipment assigned to the unit. 

• Check all equipment to ensure they are in good working condition and ready for use at all times. Report any faults or defects. 

• Maintain an adequate supply of ward stock. 

• Keep accurate records of equipment, medical supplies, and drugs in the unit/ward. 

QUALITY IMPROVEMENT ACTIVITIES 

• Participate in and support activities aimed at the continuous improvement of nursing services, including quality assurance, infection control, and fire and safety programs. 

• Collaborate with unit manager to collect and evaluate clinical and administrative data, and participate in hospital-wide surveys like MSQH, JCI, IMS, etc. for continuous quality improvement efforts. 

• Participate and contribute to the Baby Friendly Hospital Initiative certification, with a focus on promoting exclusive breastfeeding. 

• Adhere to the Occupational Safety and Health Act and Regulations 1994, which mandate reasonable work care, employer cooperation, protective equipment use, patient safety goals, World Alliance recommendations, patient and family rights policies, standard people practice, and 5S activities. 

Requirements: