Administrative Executive

The Administrative Executive at a Traditional Chinese Medicine (TCM) clinic plays a crucial role in ensuring the smooth operation of the clinic. The job scope typically includes a combination of administrative, pharmacy operational responsibilities.

• Oversee the inventory of TCM herbs, medicines, and supplies.
• Ensure that stocks are maintained at optimal levels, monitor expiration dates, and manage procurement processes.
• Monitor the quality and authenticity of TCM herbs and medicines, adhering to regulatory standards and clinic policies.
• Maintain accurate records of prescriptions, patient information, and inventory to meet regulatory requirements and for audit purposes.
• Streamline pharmacy operations to improve efficiency, reduce waiting times, and enhance patient satisfaction.
• Oversee the work of Chinese Medicine Pharmacist and volunteer assistants, ensuring they adhere to protocols and maintain high standards of practice.
• Conduct or organize training sessions for Pharmacist and volunteer assistants to keep them updated on the latest TCM practices, pharmacy operations, and customer service skills.
• Work closely with TCM practitioners to ensure seamless coordination between prescription, and dispensing.
• Work closely with the suppliers of TCM herbs and products to negotiate terms and ensure a steady supply of quality materials.
• Manage vendor quotations, prepare and submit purchase documents, track monthly documentation, and coordinate with vendors for deliveries

• Minimum Diploma
• Minimum 2 years of experience in performing administrative work, preferably in the healthcare industry
• Proficiency in MS Office (Word, Excel, PowerPoint)
• Basic understanding of financial and budgeting processes
• Strong organisation and multitasking abilities
• Diligent, meticulous, and willing to learn
• Possess good interpersonal & communication skills
• Good team player
• Fluent in Mandarin and English to engage with only Mandarin-speaking clients as well as only English-speaking clients