Nursing Admin Executive (Nursing Home)

Key Responsibilities:

1. Administrative Coordination

• Maintain and update nursing rosters, monitor staff leave and medical certificates, and track staff e-cab usage for audit and claim purposes.
• Submit training attendance to HR and manage internal attendance tracking.
• Take meeting minutes for departmental, nursing, and management meetings including QA/QI and ICCM, and ensure timely circulation and filing.
• Assist with verifying residents’ usage of third-party transport vendors

1. Procurement & Vendor Management

• Coordinate and process procurement requests for medical and non-medical items for Nursing and Rehabilitation teams.
• Liaise directly with vendors and Procurement team to source quotations, perform cost comparisons, initiate PRs, and manage delivery timelines.
• Involved in ICSC endorsement processes for high-value procurement: obtaining quotes, facilitating product evaluations, and preparing documentation.
• Oversee all preventive maintenance contracts and vendor servicing schedules for medical equipment, including renewal timelines and documentation.
• Initiate work orders and liaise with external vendors for repairs that fall outside of in-house capabilities.

1. Inventory & Logistics Oversight

• Act as the primary point-of-contact between Nursing and ST Logistics for medical consumables: updating par levels, placing orders, tracking deliveries, and verifying invoices.
• Monitor inventory usage patterns and flag urgent needs or anomalies to nursing management.

1. Clinical & Financial System Support

• Ensure timely updates in systems such as BRIGHT (bed occupancy) and IngotPCC (admission, discharge, and referral data).
• Generate monthly invoices via IngotPCC and coordinate with Finance for email dissemination to next-of-kin (NOKs).
• Follow up with Nursing leads to verify service-related billings (e.g., pharmacy, dietitian, locum doctors) for Finance processing.

1. Departmental Support & StakeholderManagement

• Liaise with nursing management on onboarding needs for new hires, including name stamps, uniforms, and departmental communications.
• Track and file Incident Reports (IRs); follow up with nursing management to ensure timely submission.
• Support internal and external audits by maintaining proper records and documentation of administrative workflows.
• Follow up on outstanding matters with internal stakeholders (e.g., Finance, HR, Procurement) on behalf of nursing leadership.

1. Meeting & Calendar Support

• Assist Head of Nursing in coordinating ICSC meeting logistics, sending calendar invites, and consolidating input from multiple sites.
• Compile and submit finalised meeting minutes for leadership review.

Job Requirements:

• Candidate must possess at least Diploma in Business Administration or equivalent.
• At least 1 Year(s) of working experience in the related field in a Restructured/Community Hospital or Nursing Home
• Keen to work in the eldercare sector Team player with good interpersonal, organisational and communication skills