Job Summary :

• Provide administrative and project coordination support to the Medical Director, including executive communications, strategic initiatives, and hospital leadership engagements.

• Assist with the coordination and monitoring of hospital-wide quality improvement and clinical governance activities, including tracking quality metrics, audits, and committee functions.

• Perform secretariat duties at Medical Board & Medical Advisory Board meetings.

• Lead and manage the Medical Admin team to ensure efficient administrative support for clinical departments, maintenance of high service standards, and continuous process improvement.

Key Responsibilities :

1. Strategic Coordination & Project Execution

• Provide operational and strategic coordination support to the Medical Director and Clinical Quality Chairman across a wide range of medical affairs and quality initiatives.

• Coordinate the development, implementation, and monitoring of projects, clinical governance activities, and strategic priorities.

• Assist in drafting, reviewing, and disseminating key reports, presentations, internal communications, and policy documents.

• Support department compliance activities including accreditation, licensing, and regulatory audits by compiling data, preparing documentation, and facilitating submission processes.

2. Clinical Governance & Quality Support

• Coordinate clinical quality and patient safety initiatives, including RCA processes, clinical audits, incident reporting, and tracking of quality indicators.

• Provide administrative and logistical support to Clinical Governance Committees

• Work closely with clinical teams and quality leads to ensure timely reporting and data submission for continuous quality improvement.

• Maintain proper documentation and records for quality activities and ensure readiness for audits and reviews.

3. Oversight of Medical Administration Team

• Supervise and lead a team of medical administrative staff supporting clinical departments and senior medical leadership.

• Oversee daily operations including task allocation, rostering, performance appraisal, and staff training.

• Review and optimize workflows, SOPs, and resource planning to enhance service delivery and operational efficiency.

• Promote a high standard of professionalism and responsiveness within the medical admin team.

4. Secretariat to Medical Board and Medical Advisory Committee

• Serve as Secretariat to the Medical Board and Medical Advisory Committee (MAC).

• Organize and facilitate meetings including agenda setting, documentation preparation, minute-taking, and follow-up on action items.

• Maintain up-to-date records of committee proceedings, decisions, and membership.

• Ensure compliance with governance protocols and timely communication with committee members and relevant departments.

Job Requirements :

• Degree in Health Sciences or its equivalent, with a minimum 4-6 years' working experience in a healthcare environment

• Possess 5 years of working experience, including 1 to 2 years in supervisory role for Assistant Manager position.

• Experience and skills in project management, hospital operations, medical governance structures and quality framework

• Good oral and written communication skills

• Proficient in Microsoft Office Suite; familiarity with statistical tools and data visualization dashboards is a plus

• Organized and detail-orientated

• Could work independently and under pressure

• Strong work ethics