Temp Associate Executive (7 months)

Institution: Institute of Mental Health

Family Group: Administration

Position: Temporary Associate Executive (Maternity Coverage for 7 months)

Department: People & Organisation Development

Join us in Adding Years of Healthy Life Through Life-Changing Careers, Where Passion Meets Purpose. Make a meaningful difference whilst growing in a supportive environment that nurtures your wellbeing and career aspirations

Job Description:

As part of the Pre-Professional Education team, you will play a crucial role in supporting the smooth operations of clinical training. Your responsibilities will span across the full cycle of the posting, from coordinating orientation logistics, timetable scheduling, managing day-to-day administrative duties during clinical postings and handling post-placement administrative tasks.

Job Responsibilities:

To provide clerical and operational support, including preparing and distributing personal protective equipment items (hand-rub bottles, surgical masks), attendance sheets, and Letter of Undertaking forms; raising catering request forms; and working closely with team members on logistics required for student orientation.

To assist with orientation day setup, including reporting to the venue by 7.30am, distributing PPE items and pin mailers for IT access, and liaising with the IT team to resolve any student login issues.

To manage daily administrative duties during clinical postings, including checking the weekly roster to ensure assigned doctors are present, reassigning students in the event of doctor absences, updating students on any changes via the group chat, attending to student requests, and updating the roster for students on LOA or MC.

To handle post-placement administrative tasks, including emailing students to complete feedback forms, verifying that all attendance sheets are signed, scanning and saving attendance sheets in SharePoint, and updating contact hours and faculty evaluations in databases.

To assist with any other duties as assigned.

Able to commit working till end of contract. Please indicate travel plans (if any).

Requirements:

Competency

Meticulous and organised, with the ability to manage multiple administrative tasks accurately and meet deadlines.

A team player with strong communication and interpersonal skills, able to work closely with team members and respond promptly to student and educator requests.

Proactive and adaptable, with the ability to anticipate logistical needs and handle last-minute changes such as doctor absences or venue changes during clinical postings.

Proficient in basic IT and administrative tools, including Microsoft Office and SharePoint, with the ability to maintain accurate records in databases.

Educational and Professional Requirements:

GCE ‘N’/’O’ Level/ Diploma / Degree holder

Proficient in Microsoft Office applications

About IMH:

The Institute of Mental Health (IMH) in Singapore, established in 1928, is a premier 2,000-bed psychiatric hospital nestled in Buangkok Green Medical Park, providing comprehensive mental health services across 50 inpatient wards and 7 outpatient clinics, while also playing a pivotal role in training the next generation of mental health professionals through the NHG-AHPL Residency Programme and collaborations with local academic institutions.