Project Operations Executive (Contract)

1. Frailty Prevention Programme

(a) Processing New Requests

• Extract data from FormSG and populate into trackingspreadsheet.
• Assign each request with the available run codes (tobe provided in tracking spreadsheet).
• Send out the details of the assigned run to theassigned vendor via email.
• After assigned vendor creates the run on H365 BAP, record all the sessions dates into the tracking spreadsheet.
• Archive all submitted documentation (RAMS, etc.) intoSG-Teams folder.
• Send the full run schedule (with timeslot, address,POC contact details, entry codes) to HPB’s audit vendor.
• Update tracking spreadsheet with new available runcodes.
• Check RAMS and reply to vendor for RAMS approval.
• Approve creation of runs on H365 BAP.
• Insert CSAT URL into BAP run entries & Update OA and vendor on approved BAP

(b) Processing Change Requests or Cancellation Requests

• After change requests has been approved on BAP, update the tracking spreadsheet.
• Send the updated full schedule (highlight changes) to the HPB’s audit vendor.

(c) Billing and Data Consolidation

• Extractthe data consolidation file, audit schedules and nutrition workshop data file, and upload into SG-Teams. Verify with vendor directly if missing files

2. H365 Booth Deployments

(a) Processing Additional Requests for Information

• Coordinate vendors’ information for security purposes.
• Coordinate between twinning deployment arrangement with other HPB teams (HAN team, vending machines, substance abuse, GWSG, etc.)

(b) Send drafts to all the stakeholders on a weekly basis

• Generate QR codes to send booth vendor.
• Monday: Booth vendor & Logistics vendor (4 weeks in advance).
• Wednesday: HPB Staff Booking confirmation (up to 4 weeks in advance)
• Random spot-checks on drafts submissions.

(c) Logistics

• Coordinate on ad-hoc logistics arrangements by HPB staff.

3. H365 Pal Account Management

Processing New H365 BAP Requests

• Seek approval from the respective PM and HODs on account request forms (AACs, SteadyLah, HAPPY, CPAP, MIFS, RGT, H365 Pal) monthly.
• Surface account requests to the relevant TIVO Manager monthly.
• Action on H365 BAP for Vendor Admin, Facilitator and H365 Pal accounts monthly.
• Assist with monthly and annual reviews of accounts (Group B) for Vendor Admins, Facilitators and H365 Pal accounts.
• Archive all approved request forms accordingly

4. NHG Polyclinics HA Deployment

(a) Manage NHG Polyclinics HA deployment group chats for assigned polyclinics.

• Sembawang Polyclinic (every Mon)
• Ang Mo Kio Polyclinic (every Tue)
• Toa Payoh Polyclinic (every Tue)
• Kallang Polyclinic (every Wed)
• Khatib Polyclinic (every Wed)
• Woodlands Polyclinic (every Thu)

(b) Extraction of HA images and input onto HA attendance excel for HAN Team’s monthly disbursement calculation

Division Admin

• Coordinate division/departmental meeting coordination, including checking of management availability, booking of meeting rooms, sending calendar invites to IOC staff
• Assist with staff IT and admin access requests on an ad-hoc basis, update and maintain staff records
• Collect mail from Admin department on a weekly basis and distribute to relevant IOCstaff.
• Assist with housekeeping and maintenance of division SharePoint/Teams folders
• Assist with office facilities management on an ad-hoc basis, including but not limited to supporting office-related activities such as relocation, spring cleaning and disposal of documents and old items.
• Provide any other general administrative support as directed by IOC Division staff, including but not limited to filing, printing and shredding of documents.

Division Mailbox Management & Triage

• Process coming queries to the HPB Mailbox daily, dispatch queries to the respective HPMs and PMs, follow through with reminders, and close cases.

3. Division Risk - KRI and Event Collation Submission & Inventory Management

• Request month-end inventory data from the warehouse (ST Logistics) and vendors' premises (through PMs) at the beginning of each month, collate the data and send to the Risk Management PM.

Requirements:

• Possess at least Diploma or GCE 'A' Level qualification with above 5 years of relevant work experience.
• Good communication, project management and time management skills.
• Proficiency in Microsoft programmes (e.g. Excel, PowerPoint, Word, Outlook).
• Experience in scheduling meetings and activities.
• Experience in invoice processing and data verification.
• Experience in customer service and stakeholder coordination.
• Meticulous and comfortable working with numbers.
• Abilityto work independently and as part of a team, and to switch between departmental tasks flexibly.

EA Personnel Name: Jackie Ng

EA Personnel No: R22109024

EA License No: 95C5411