Administrative Officer (Dental)

About the role This position ensures that the medical affairs team & dental team job functions as smoothly as possible administratively Provide administrative support to medical affairs & dental team (mainly) Involve in the day-to-day administrative work to support in document control, updating of roster, product reports, time chits, minutes, procurement, and projects (administratively) Create posters for events/outreach initiatives Key responsibilities Drive Patient Engagement & Operations Excellence Proactively manage appointment scheduling to meet and exceed annual KPIs Deliver a welcoming and efficient experience by managing walk-in patients with professionalism and care Coordinate referrals to tertiary institutions when required, ensuring seamless patient transitions Ensure Equipment Reliability & Clinic Readiness Oversee preventive maintenance scheduling to keep all equipment operating optimally Liaise with vendors to resolve equipment issues promptly, minimizing service disruptions Coordinate Meetings & Administrative Excellence Organise and facilitate regular meetings, including agenda preparation, documenttaion, minutes-taking, and follow-ups Maintain well-structured records and archives for easy access and reference Develop professional documnetation and surveys using MS Office tools Support Training & Professional Development Administer training requests and maintain accurate training records (e.g., TRF, CME/CPE sessions) Monitor BCLS + AED certification status for doctors and nurses, collaborating with HR to ensure compliance and readiness Champion Community Outreach & Partnerships Play an active role in dental outreach initiatives to promote community health Build and maintain strong partnerships with government agencies, NGOs, and private organisations to secure funding and grants Engage volunteers and dental professionals to strengthen programme impact and outreach Leverage Technology & Date for Continuous Improvement Utilise digital systems (e.g., electronic patient records, appointment platforms) to streamline operations Monitor programme performance, identify opportunities for improvement, and implement enhancements Analyse and present data insights through reports and visual representations to support decision-making Provide Stratefic & Operational Support Collaborate closely with the dental team and Assistant Director on projects, initiatives, and daily operations Take on additional responsiblities as needed, demonstrating flexibility and a proactive mindset About you Minimum Diploma in any discipline Minimum 1 – 2 years of relevant experience in project management and administration, preferably with experience in dental settings Demonstrate flexibility to support the team in clinical operations Candidates with dental assisting experience will be advantageous Good communication (oral and written) skills Must be very conversant in Mandarin to attend to Mandarin-speaking patients Good PC skills especially in Microsoft Office Ability to work in a fast-paced environment Decision-making skills Interpersonal skills Good organisation and management of task and responsibilities Project Management skills