Program Coordinator

Summary

Performs a wide variety of complex responsible office functions and administrative support duties.
This may include supporting management and staff in business planning, budget tracking, administrative project coordination, and maintaining accurate records.

In addition, the Program Coordinator:

Provides comprehensive administrative, operational, and accreditation support to the Medical Internship Program at hospital level, working under the supervision of the Program Director and in coordination with group-level medical education governance structures.

The role ensures:

• Day-to-day operational coordination of the internship program
• Maintenance of accurate, complete, and survey-ready records
• Effective support to committees and governance activities
• Clear communication pathways between interns, faculty, leadership, and institutional oversight bodies
• Alignment with NIHS, DOH/DHA, and institutional requirements

Key Accountabilities

Program Administration and Operations

• Coordinate daily administrative activities related to the Medical Internship Program

• Maintain intern rosters, rotation schedules, leave records, and attendance documentation

• Support onboarding, orientation, and offboarding processes for interns

• Act as a primary administrative point of contact for interns and faculty for non-clinical matters

• Maintain organised program files (electronic and/or physical) in accordance with institutional requirements

Accreditation, Compliance, and Documentation

• Maintain accurate and up-to-date documentation required for NIHS accreditation and regulatory oversight

• Support preparation for accreditation submissions, reviews, site visits, and audits

• Track compliance-related documentation, timelines, and action items

• Ensure records are maintained in a manner that is traceable, version-controlled, and survey-ready

Committee and Governance Support

• Provide administrative support to program-level committees including CCC, PEC/MEC, and other education-related meetings

• Coordinate meeting logistics, agendas, minutes, and action tracking

• Maintain committee records and ensure appropriate documentation and follow-up

• Facilitate communication between program-level committees and group-level governance bodies as required

Intern and Faculty Support

• Serve as a coordination point for intern queries related to schedules, documentation, evaluations, and administrative processes

• Support faculty and program leadership with educational activity coordination, teaching schedules, and documentation

• Assist with collection, collation, and organisation of evaluation and feedback data as directed by program leadership

Confidentiality and Professional Conduct

• Maintain strict confidentiality of intern, faculty, and program records

• Handle sensitive information in accordance with institutional policies and professional standards

• Demonstrate professionalism in all communications and interactions

Additional Duties

• Support internal reviews, audits, quality improvement initiatives, and program development activities as assigned

• Assist with site visits, orientation sessions, educational events, and faculty development activities

• Undertake other duties consistent with the role and scope of responsibility as assigned by the Program Director or DIO

Occupational Safety and Health Management System (OSHMS)

• Comply with all Occupational Safety and Health policies and procedures and

• Promote a safe working and learning environment across internship programs

• Report incidents, hazards, and near misses in accordance with institutional policy

• Participate in mandatory OSHMS training and initiatives

Infection Prevention and Control (IPC)

• Comply with Infection Prevention and Control policies and procedures and

• Promote adherence to IPC standards across internship training environments

• Participate in mandatory IPC training and audits as required

Summary

Performs a wide variety of complex responsible office functions and administrative support duties.
This may include supporting management and staff in business planning, budget tracking, administrative project coordination, and maintaining accurate records.

In addition, the Program Coordinator:

Provides comprehensive administrative, operational, and accreditation support to the Medical Internship Program at hospital level, working under the supervision of the Program Director and in coordination with group-level medical education governance structures.

The role ensures:

• Day-to-day operational coordination of the internship program
• Maintenance of accurate, complete, and survey-ready records
• Effective support to committees and governance activities
• Clear communication pathways between interns, faculty, leadership, and institutional oversight bodies
• Alignment with NIHS, DOH/DHA, and institutional requirements

Key Accountabilities

Program Administration and Operations

• Coordinate daily administrative activities related to the Medical Internship Program

• Maintain intern rosters, rotation schedules, leave records, and attendance documentation

• Support onboarding, orientation, and offboarding processes for interns

• Act as a primary administrative point of contact for interns and faculty for non-clinical matters

• Maintain organised program files (electronic and/or physical) in accordance with institutional requirements

Accreditation, Compliance, and Documentation

• Maintain accurate and up-to-date documentation required for NIHS accreditation and regulatory oversight

• Support preparation for accreditation submissions, reviews, site visits, and audits

• Track compliance-related documentation, timelines, and action items

• Ensure records are maintained in a manner that is traceable, version-controlled, and survey-ready

Committee and Governance Support

• Provide administrative support to program-level committees including CCC, PEC/MEC, and other education-related meetings

• Coordinate meeting logistics, agendas, minutes, and action tracking

• Maintain committee records and ensure appropriate documentation and follow-up

• Facilitate communication between program-level committees and group-level governance bodies as required

Intern and Faculty Support

• Serve as a coordination point for intern queries related to schedules, documentation, evaluations, and administrative processes

• Support faculty and program leadership with educational activity coordination, teaching schedules, and documentation

• Assist with collection, collation, and organisation of evaluation and feedback data as directed by program leadership

Confidentiality and Professional Conduct

• Maintain strict confidentiality of intern, faculty, and program records

• Handle sensitive information in accordance with institutional policies and professional standards

• Demonstrate professionalism in all communications and interactions

Additional Duties

• Support internal reviews, audits, quality improvement initiatives, and program development activities as assigned

• Assist with site visits, orientation sessions, educational events, and faculty development activities

• Undertake other duties consistent with the role and scope of responsibility as assigned by the Program Director or DIO

Occupational Safety and Health Management System (OSHMS)

• Comply with all Occupational Safety and Health policies and procedures and

• Promote a safe working and learning environment across internship programs

• Report incidents, hazards, and near misses in accordance with institutional policy

• Participate in mandatory OSHMS training and initiatives

Infection Prevention and Control (IPC)

• Comply with Infection Prevention and Control policies and procedures and

• Promote adherence to IPC standards across internship training environments

• Participate in mandatory IPC training and audits as required

Qualification

• Bachelor’s degree or equivalent qualification.

Licensure

• No clinical licensure required.

Education

• Formal education sufficient to support:
  • Administrative and operational coordination
  • Accurate record-keeping and documentation management
  • Committee and meeting administration
  • Handling of regulatory and accreditation-related documentation

Experience

• Experience in administrative or coordination roles within:
  • Medical education, training programs, or healthcare institutions
• Demonstrated experience in:
  • Coordinating meetings, schedules, and program activities
  • Managing documentation, records, and correspondence
  • Supporting governance or committee-based processes
  • Handling confidential trainee and faculty information
• Experience supporting accreditation, regulatory, or audit-related documentation processes is desirable.

Special Skills

• Strong organisational and document-management skills
• Ability to maintain accurate, complete, and audit-ready records
• Effective written and verbal communication skills for coordination with interns, faculty, and committees
• Administrative follow-up and action-tracking capability
• Ability to work within defined governance structures and reporting lines
• Professional discretion in handling confidential and sensitive information
• Familiarity with standard office systems and electronic document repositories

Competencies