Nurse Admin Executive/ Senior Nurse Admin Exec

Company Overview

Your Health Comes First!

Welcome to PanCare Medical Clinic. Our team is dedicated to providing patients with comprehensive services to benefit their health and well-being. With our streamlined registration system and responsive diagnosis procedure, we have more time to focus on helping patients find treatments to feel better and connecting them with resources to help them stay that way.

Primary Care Ranging from acute illnesses to chronic diseases, our team is dedicated to be your partner in providing well-rounded care for you and your family.

Job Description:

The Senior Nursing Administration Executive plays a critical operational and administrative support role within the Nursing Department to ensure smooth day-to-day workflow, accurate documentation, manpower coordination, inventory governance, procurement management, compliance tracking, and operational continuity within the Transitional Care Facility (TCF).

This role is intended for a highly organised, proactive, meticulous, and operationally strong individual who is able to independently manage large volumes of administrative coordination while supporting Nursing leaders in maintaining efficient ward operations, manpower oversight, payroll coordination, procurement processes, vendor management, audit readiness, and regulatory compliance.

The role is particularly important in allowing Nursing leaders and Nursing Supervisors to spend more time on the ground focusing on patient care oversight, staff supervision, mentorship, operational leadership, quality improvement, and patient safety initiatives.

1.   Manpower Administration, Attendance & Payroll Coordination

· Maintain and update staff leave application tracker, including Medical Leave (MC), Hospitalisation Leave (HL),Emergency Leave (EL),Childcare Leave (CCL),Annual Leave (AL),Off-In-Lieu (OIL), Public Holiday claims, urgent leave, compassionate leave, and other leave types.

· Ensure all leave applications and records are updated accurately and supported with the appropriate documentation.

· Monitor staff attendance records, shift movements, no-shows, urgent leave requests, and roster-related administrative matters.

· Maintain and update staff timesheet trackers for all Nursing Department employees.

· Verify attendance records against duty roster, attendance systems, and actual working hours.

· Maintain a separate lateness tracker for all nursing staff for payroll and disciplinary monitoring purposes.

· Record staff lateness accurately, including shift timings, reporting times, actual clock-in timings, and total duration of lateness.

· Highlight repeated lateness, attendance concerns, excessive urgent leave patterns, or reliability concerns to the Nurse Manager/OIC for follow-up.

· Maintain and update overtime trackers for nursing staff.

· Ensure overtime claims are properly verified and approved prior to payroll submission.

· Manage and consolidate monthly payroll-related records for more than 100 full-time Nursing staff and locum/agency staff.

· Liaise closely with HR Department regarding payroll submissions, discrepancies, attendance clarifications, leave reconciliation, and manpower records.

2.   Procurement, Consumables & Inventory Management

· Manage the overall procurement and inventory processes for the Nursing Department.

· Monitor nursing supplies inventory and ensure adequate stock levels are maintained at all times.

· Liaise directly with vendors and suppliers regarding quotations, ordering, deliveries, replacements, discrepancies, and procurement-related matters.

· Process purchase requests and ensure timely ordering of nursing consumables, medical supplies, and operational items.

· Coordinate receiving of goods and ensure delivered items are verified against purchase orders and invoices.

· Ensure proper stock rotation, storage practices, and inventory governance processes are maintained.

· Coordinate weekly replenishment of consumables and supplies to satellite stores within the wards.

· Maintain accurate inventory records and stock movement documentation.

· Assist Nursing leadership in identifying inventory usage trends, shortages, or wastage concerns.

· Work closely with Finance and Operations teams regarding procurement approvals and purchasing coordination.

3.   Invoice Verification & Financial Administration

· Verify invoices submitted by vendors against delivered goods, approved quotations, and purchase orders.

· Liaise with Finance Department regarding invoice discrepancies, pending payments, missing documents, or procurement clarifications.

· Maintain organised records of invoices, receipts, claims, purchases, and procurement documentation for audit and verification purposes.

· Assist in basic bookkeeping duties related to nursing purchases, claims, receipts, and departmental expenses when required.

4.   Training, Compliance &Staff Certification Tracking

· Maintain and monitor staff training, competency, and certification trackers.

· Track expiry dates and renewal status for BCLS, practising certificates, mask fitting, mandatory in-service training, orientation completion, and other required certifications.

· Follow up with staff and Nursing leaders regarding pending or overdue certifications and training requirements.

· Support coordination of staff orientation, in-service training sessions, competency assessments, and refresher programmes.

· Assist with audit preparation and ensure training/compliance records remain organised and up-to-date.

5.   Staff Escort & Operational Coordination

· Maintain staff escort tracker for hospital appointments, external reviews, investigations, or operational escort duties.

· Coordinate staff escort arrangements with Nursing Supervisors, Operations teams, and relevant departments.

· Assist in coordinating operational manpower deployment where required.

6.   Medication Collection & Pharmacy Coordination

· Maintain medication collection tracker (except Controlled Drugs) from pharmacies and external healthcare providers.

· Track received, pending, returned, and outstanding medications accurately.

· Coordinate with pharmacy vendors and Nursing staff regarding medication collection matters and discrepancies.

7.   Staff Grooming & Professional StandardsMonitoring

· Monitor staff grooming standards, including uniform compliance, name tags, hair grooming, nails, footwear, and overall professional appearance.

· Record non-compliance findings and escalate repeated concerns to Nursing leadership where necessary.

· Support Nursing leaders in maintaining professional workplace standards.

8.   Meetings, Documentation& Administrative Coordination

· Act as minutes recorder during nursing meetings, operational meetings, trainings, audits, and departmental briefings.

· Prepare and circulate meeting minutes and ensure all staff do read them by obtaining their signatures.

· Maintain trackers for upcoming meetings, trainings, audits, licensing preparations, and departmental briefings.

· Send reminders and assist in coordinating attendance where required.

· Maintain proper organisation and filing of Nursing documents, SOPs, competency records, audit documents, reports, notices, memos, and operational files.

· Ensure all nursing administrative records are updated accurately and stored systematically for operational and audit readiness.

9.   New Staff Onboarding Coordination

· Assist in coordinating onboarding arrangements for newly joined Nursing staff.

· Arrange staff uniform collection and ensure correct sizing and allocation.

· Coordinate with Operations/IT departments regarding laptops, access cards, lockers, work email accounts, system access, and other onboarding requirements.

· Follow up on pending onboarding items prior to commencement dates.

· Maintain onboarding checklists and ensure all required documents, equipment, and access requirements are properly completed and documented.

10.    Quality Improvement, Audits& Licensing Support

· Assist Nursing leaders in preparing reports, trackers, memos, notices, and audit-related documents.

· Support Continuous Quality Improvement (CQI)activities, nursing quality initiatives, licensing inspections, and audit preparations.

· Assist in maintaining operational readiness for MOH, HHOM, licensing, infection control, and quality audits.

· Support collection, organisation, and tracking of audit evidence and compliance documentation.

11.    General Administrative Support& Expectations

· Provide day-to-day administrative and operational support to the Nursing Department.

· Communicate professionally with Nursing staff, management, HR, Finance, pharmacy vendors, Operations teams, and external parties.

· Maintain confidentiality of staff, patient, resident, and company information at all times.

· Ensure accuracy, timeliness, professionalism, and proper filing of all records and administrative duties.

· Ad-hoc procurement of any items required by the Nursing department for clinical usage.

· Support the Nursing team in maintaining smooth operations, regulatory compliance, and operational stability.

· Perform any other administrative or operational duties assigned by Nursing leadership.

Requirements:

· Diploma or Degree in Business Administration, Healthcare Administration, Nursing, or related field preferred.

· Prior experience in Nursing Administration, Healthcare Operations, Hospital Administration, TCF, ILTC, or Acute Health care settings preferred.

· Strong organisational, multitasking, coordination, and time management skills.

· Good interpersonal and communication skills with ability to liaise across multidisciplinary teams.

· Proficient in Microsoft Office applications (Excel, Word, Outlook, PowerPoint).

· Experience in procurement, payroll coordination, inventory management, or health care administration will be advantageous.

Preferred Attributes

· Highly organised, meticulous, and operationally driven.

· Strong sense of accountability and initiative.

· Able to work independently with minimal supervision.

· Comfortable working in a fast-paced healthcare environment.

· Able to manage confidential and sensitive information professionally.

· Strong follow-up and problem-solving skills.