Nurse Admin Executive/ Senior Nurse Admin Exec

Company Overview Your Health Comes First! Welcome to PanCare Medical Clinic. Our team is dedicated to providing patients with comprehensive services to benefit their health and well-being. With our streamlined registration system and responsive diagnosis procedure, we have more time to focus on helping patients find treatments to feel better and connecting them with resources to help them stay that way. Primary Care Ranging from acute illnesses to chronic diseases, our team is dedicated to be your partner in providing well-rounded care for you and your family. Job Description: The Senior Nursing Administration Executive plays a critical operational and administrative support role within the Nursing Department to ensure smooth day-to-day workflow, accurate documentation, manpower coordination, inventory governance, procurement management, compliance tracking, and operational continuity within the Transitional Care Facility (TCF). This role is intended for a highly organised, proactive, meticulous, and operationally strong individual who is able to independently manage large volumes of administrative coordination while supporting Nursing leaders in maintaining efficient ward operations, manpower oversight, payroll coordination, procurement processes, vendor management, audit readiness, and regulatory compliance. The role is particularly important in allowing Nursing leaders and Nursing Supervisors to spend more time on the ground focusing on patient care oversight, staff supervision, mentorship, operational leadership, quality improvement, and patient safety initiatives. 1. Manpower Administration, Attendance & Payroll Coordination · Maintain and update staff leave application tracker, including Medical Leave (MC), Hospitalisation Leave (HL),Emergency Leave (EL),Childcare Leave (CCL),Annual Leave (AL),Off-In-Lieu (OIL), Public Holiday claims, urgent leave, compassionate leave, and other leave types. · Ensure all leave applications and records are updated accurately and supported with the appropriate documentation. · Monitor staff attendance records, shift movements, no-shows, urgent leave requests, and roster-related administrative matters. · Maintain and update staff timesheet trackers for all Nursing Department employees. · Verify attendance records against duty roster, attendance systems, and actual working hours. · Maintain a separate lateness tracker for all nursing staff for payroll and disciplinary monitoring purposes. · Record staff lateness accurately, including shift timings, reporting times, actual clock-in timings, and total duration of lateness. · Highlight repeated lateness, attendance concerns, excessive urgent leave patterns, or reliability concerns to the Nurse Manager/OIC for follow-up. · Maintain and update overtime trackers for nursing staff. · Ensure overtime claims are properly verified and approved prior to payroll submission. · Manage and consolidate monthly payroll-related records for more than 100 full-time Nursing staff and locum/agency staff. · Liaise closely with HR Department regarding payroll submissions, discrepancies, attendance clarifications, leave reconciliation, and manpower records. 2. Procurement, Consumables & Inventory Management · Manage the overall procurement and inventory processes for the Nursing Department. · Monitor nursing supplies inventory and ensure adequate stock levels are maintained at all times. · Liaise directly with vendors and suppliers regarding quotations, ordering, deliveries, replacements, discrepancies, and procurement-related matters. · Process purchase requests and ensure timely ordering of nursing consumables, medical supplies, and operational items. · Coordinate receiving of goods and ensure delivered items are verified against purchase orders and invoices. · Ensure proper stock rotation, storage practices, and inventory governance processes are maintained. · Coordinate weekly replenishment of consumables and supplies to satellite stores within the wards. · Maintain accurate inventory records and stock movement documentation. · Assist Nursing leadership in identifying inventory usage trends, shortages, or wastage concerns. · Work closely with Finance and Operations teams regarding procurement approvals and purchasing coordination. 3. Invoice Verification & Financial Administration · Verify invoices submitted by vendors against delivered goods, approved quotations, and purchase orders. · Liaise with Finance Department regarding invoice discrepancies,…