Associate Executive, Dental Operations & Administration

Family Group: Administration

Senior / Associate Executive (Dental Operations & Administration)

National Healthcare Group Polyclinics (NHGP)

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What the role is;

You will provide operational and administrative support to dental clinics and headquarters functions within NHGP, Dental Services, ensuring smooth day-to-day operations, effective coordination across stakeholders, and compliance with regulatory and organisational standards. The role requires strong organisational ability and the capacity to manage multiple workstreams in a dynamic healthcare environment.

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What you will be working on

1. Operations & Administration

Manage scheduling and coordination of the Director’s and Deputy Director’s calendars

Provide secretarial support for department meetings, including preparation and minutes taking

Process claims and payments

Prepare and analyse operational data and reports

Maintain accurate and up-to-date departmental documentations

Handle medico-legal documentation and support service recovery cases

2. Coordination & Stakeholder Support

Coordinate bi-annual onboarding and postings of Dental Officers (DOPEX)

Liaise with internal and external stakeholders (e.g. HR, IT, MOHH) to support operational needs

Respond to staff queries and provide administrative support to the department

Coordinate training programmes, including logistics, scheduling and attendance tracking

Plan and support departmental events, meetings, and activities

3. Compliance, Systems & Asset Management

Maintain equipment records, servicing schedules, and license renewals

Support radiation badge (TLD) collection and exchange in accordance with regulatory requirements.

Track equipment issues and prepare regular reports on breakdowns

Support audits and ensure compliance with documentation and quality standards

Maintain IT assets and staff access systems

Update and maintain departmental policies, procedures and work instructions

Additional responsibilities (for Senior Associate Executive)

Support financial tracking and monitoring

Conduct supplier performance reviews and assist in contract renewals

What we are looking for ;

Diploma in Business Administration, Healthcare Management, or related discipline

Relevant experience in healthcare operations or administrative roles preferred

Strong organisational and coordination skills with the ability to manage multiple priorities

Good interpersonal and communication skills to engage stakeholders effectively

Detail-oriented, proactive, and resourceful

Ability to work independently and as part of a team

Proficient in Microsoft Office applications