Assistant Manager (Operations)

The Operations Assistant/Manager supports the Director of Nursing Home/Director of Nursing in ensuring the smooth, safe, and compliant running of day-to-day operations across THK Nursing Home facilities. The role carries supervisory responsibility over the Operations team and serves as the key operational point of escalation.

The Operations Assistant/Manager oversees facilities management, preventive and corrective maintenance, procurement compliance, regulatory documentation, risk management, and staff performance - ensuring all operational activities meet the standards required under the Ministry of Health (MOH) Healthcare ServicesAct (HCSA), SCDF, NEA, PUB, and THK's internal policies and standards.

The role is expected to contribute meaningfully to operational continuity, audit readiness, and continuous improvement to support the assigned Nursing Home.

1. DUTIES AND RESPONSIBILITIES

2.1 PrimaryResponsibilities and Duties (80%)

I. Facilities & Maintenance Management

. Support and oversee preventive maintenance planning across both facilities, tracking completion of scheduled PPM tasks and service requests to ensure uninterrupted operations.

. Coordinate with vendors and contractors to ensure timely and effective resolution of all facilities and maintenance issues, monitoring SLA adherence and escalating breaches appropriately.

. Lead regular facilities walkthroughs and inspections, ensuring findings are documented and rectification is tracked to completion within agreed timelines.

. Participate in and lead facilities improvement projects and operational initiatives aimed at enhancing efficiency, safety, and the resident environment of care.

. Ensure all M&E systems, building services, and facility infrastructure are maintained in compliance with statutory and regulatory requirements.

II. Procurement & Compliance

. Oversee procurement documentation, quotation processes, and compliance checks in line with THK's procurement policy, audit requirements, and MOH HCSA standards.

. Review and approve procurement submissions from the Operations team before escalation to the Director, Nursing Home/Director of Nursing, ensuring completeness and accuracy.

. Maintain accurate and audit-ready procurement records including purchase orders, quotations, contracts, and goods receipt documentation.

. Monitor contract renewal timelines and ensure all vendor service agreements remain current and compliant.

III. Regulatory Compliance & Risk Management

. Maintain accurate and up-to-date operational documentation to support compliance with MOH, SCDF, NEA, PUB, MOM, and other regulatory body requirements.

. Support business continuity and risk management measures, including infection prevention and control (IPC), fire safety preparedness, and workplace safety &security planning.

. Lead investigation, documentation, and root cause analysis of incidents, near-misses, and operational risks, ensuring timely reporting and corrective action.

. Co-ordinate in the preparation for and conduct of MOH licensing inspections, SCDF fire safety audits, NEA inspections, and internal audits, ensuring all follow-up actions are completed in a timely manner.

. Maintain the facility's compliance register, emergency preparedness documentation, and BCP/ERP records in a state of audit readiness at all times.

IV. Team Supervision & Staff Development

. Supervise and provide day-to-day guidance to Operations Executives, the Facilities Assistant, and other operations support staff, ensuring adherence to SOPs and service standards.

. Monitor team performance and provide structured inputs for staff appraisals, coaching sessions, and development discussions.

. Identify training and development needs within the Operations team and work with the Director, Nursing Home/Director of Nursing to address gaps.

. Foster a culture of accountability, service excellence, and continuous improvement within the Operations team.

. Collaborate closely with internal stakeholders and management to ensure operational alignment across departments and assigned facilities.

2.2 Secondary Responsibilities and duties (20%)

I Projects& Continuous Improvement

. Undertake additional operational tasks or projects as directed by the Director, Nursing Home/Director of Nursing, including digital transformation initiatives, service model improvements, and new facility readiness activities.

. Identify operational gaps and propose structured improvement measures to the Head of Operations.

. Assist in preparing management reports, board presentations, and operational performance dashboards as required.

II. General Duties

. Offer structured inputs during team performance appraisals and work reviews.

. Uphold THK's values of integrity, respect, and professionalism in all interactions with residents, families, staff, vendors, and external parties.

Carry out any other relevant work as assigned by the Director, Nursing Home/Director of Nursing in support of departmental and organisational objectives.